Vra_bp90_oraclehrms_iii_ V2.1.pdf

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BP.090 Business Process Documentation Volta River Authority (VRA) Oracle Human Resources Management System (HRMS) Human Resources, Self Service, Learning Management Phase III Author:

VESL Technologies Ltd

Creation Date:

01 July 2009

Last Updated:

25 September 2014

Document Ref:

VRA/EBS-BP90/001

Version:

2.1

Copy Number _____ Page 1

Document Control Change Record 10

Date

Author

Version

Change Reference

01-July-09 27-Aug-09 14-Sep-09 18-Sep-09

Joseph Millioni Theo Nii Okai Kiran Rana Joseph Millioni

1.0 1.1 1.2 1.3

19-Sep-09

Kiran Rana

1.4

25-Sep-09

Kiran Rana

1.5

26-Sep-09

Joseph Millioni

1.6

No previous documents Updated Org Chart Included Payroll,RetroPay and PF Process Included note on length of stay of self service transactions (page 37) Included note on Attachment of supporting documents (page 37) Updated Special Salary Advance flowchart (page 45) Excluded note on Attachments of supporting documents (page 37) Updated Interest Calculation formula on (page 74) Updated Leavers payroll process to include Other elements which are currently not available in the Payroll module (page 77) Updated Staff Subscription to the PF membership scheme (page 73) Updated Beneficiary nomination form to read percentage instead of Proportion of amount (page 61) Included Payroll in the Overview and Document Purpose (page 9) Corrected GRIDCO date of incorporation (page 9) Updated section A.1.7 to elaborate on the statement of “multiple positions” (page 17) Updated Talent Management section to provide details of succession planning (page 30) Updated Flowchart F.1.8 to elaborate on promotion based on performance Included section H1.1 Included flowchart H1.4 for Disiplinary procedures for minor offenses

28-Sep-09

Vincent Zulee

1.7

30-Sep-09

Emmanuel Crentsil

1.8

07-Oct-09

Joseph Millioni

1.9

23-Oct-09

Chetan Singh

2.0

Updated on Interest sharing formula for Active and Non-Active members (Page 75) Updated on the capturing of data using the tool such as ADI/dataloader (Page 83). Aslo reviewing of the elements that are in use for creating element set and reporting of the same (Page 84) Updated Flowchart H.1.18 Included Flowchart C.1.27 and C.1.28 Included Flowchart H.1.11. and H.1.12. Included Flowchart C.1.29 and C.1.30

Page 2

Date

Author

Version

Change Reference

30-Oct-09

Joseph Millioni

2.1.

04-Nov-09

Joseph Millioni

2.2

Incorporated MIS/Audit requirement in section I Updated and refined section E including feedback from sub-committee review Included note on new conditions of service (1.4) Updated Personal information, Contact and Dependent Details Updated flowchart C.1.19 to indicate max number of months Updated flowchart C.1.10 for restrictions on dependents Updated flowchart C.1.27 to indicate persons taken over from Updated flowchart C.1.29 to indicate supervisor review, and OT exceeding 20 hrs Minor corrections to various flowcharts reflected Incorporated changes to recruitment section Updates to Self Service transactions for Employees and Managers Incorporated changes to PF/Payroll section Updated various flowcharts

Page 3

Reviewers Name

Position

Kiran Rana Theo Nii Okai

Project Manager Project Coordinator

Distribution Copy No.

Name

Location

1 2 3 4 5 6

Director MIS Director HR

Accra, Ghana Accra, Ghana

Note To Document Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

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Contents

Document Control .................................................................................................................. 2 1.

Overview and Document Purpose ............................................................................. 10

1.1

Volta River Authority background ........................................................................................ 10

1.2

VRA Transitional Organization Chart .................................................................................... 11

1.3

Structure of Document and Processes .................................................................................. 12

1.4

Reference to Other documentation, Personnel Manuals/Collective Agreements ....................... 12

A.

Work Structures ........................................................................................................ 13

A.1.

Work Structures Monthly Maintenance Processes ................................................................. 13

A.1.1. A.1.2. A.1.3 A.1.4. A.1.5. A.1.6. A.1.7. A.1.8. A.1.9. A.1.10. A.1.11. A.1.12. A.1.13. A.1.14. A.1.15. A.1.16. A.1.17. A.1.18. A.1.19.

Locations and Cost Centers ............................................................................................ 13 Organizational structures ............................................................................................... 14 Flowchart: Organizational unit definition and link to locations ............................................ 15 How Oracle HRMS represents organizational roles and Key Flex Field structures ................ 16 Proposed Position structure adoption and restrucruing of “Job-Position”............................ 16 Job KFF Structure .......................................................................................................... 17 Position KFF Structure.................................................................................................... 18 Summary of Position structure adoption and “Job-Position” restructuring .......................... 18 Flowchart: Position structure adoption and “Job-Position” restructuring process ................ 20 Step-by-Step strategy for Position structure adoption and “Job-Position” restructuring ..... 21 Flowchart: Roles definition (Jobs and Positions) ............................................................. 23 Grades and Salary Scales ............................................................................................. 24 People Group – housed/not housed, societies, groupings ............................................... 24 Define Work Structures ................................................................................................ 25 Define Organization Hierarchy ...................................................................................... 25 Define Position Hierarchy ............................................................................................. 25 Review Work Structures ............................................................................................... 25 Maintenance: Closing Work Structures and creating new versions ................................... 26 Ownership .................................................................................................................. 27

B.

Recruitment and Talent Management ....................................................................... 28

B.1.

Daily Recruitment Processes ............................................................................................... 28

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B.1.1. B.1.2. B.1.3. B.1.4. B.1.5. B.1.6. B.1.7. B.1.8. B.1.9. B.1.10. B.1.11. B.1.12. B.1.13. B.1.14. B.1.15. B.1.16. B.1.17. B.1.18. B.1.19. B.1.20. B.1.21.

Policy of encumbering vacancies..................................................................................... 28 Staff Requisition Process ................................................................................................ 28 Filling of vacancies from within the Authority ................................................................... 29 Advertisements of vacancies .......................................................................................... 29 Unsolicited applications and Candidate application process ............................................... 30 Candidate selection process and Interviews .................................................................... 30 Pre-Employment Medical Examination and appointment ................................................... 31 Probation ...................................................................................................................... 31 Oracle HR Recruitment Functionality ............................................................................... 31 Oracle Talent Management .......................................................................................... 31 Suitability Matching...................................................................................................... 32 Succession Planning ..................................................................................................... 33 Flowchart: Highlevel Oracle HR Cycle ............................................................................ 34 Manual Versus Oracle HR Recruitment .......................................................................... 34 Flowchart: Personnel requisition capture and approval ................................................... 36 Flowchart: Capture recruitment activities and costs ....................................................... 37 Flowchart: Candidates application process and entry ..................................................... 38 Flowchart: Candidates progression (to offer/termination) ............................................... 39 Flowchart: Hire employee ............................................................................................ 40 Maintaining Employee Information ................................................................................ 41 Ownership .................................................................................................................. 41

C.

Employee Self Service Transactions .......................................................................... 42

C.1.

Daily Employee Maintenance Transactions ........................................................................... 42

C.1.1. C.1.2. C.1.3. C.1.4. C.1.5. C.1.6. C.1.7. C.1.8. C.1.9. C.1.10. C.1.11. C.1.12. C.1.13. C.1.14. C.1.15. C.1.16. C.1.17. C.1.18. C.1.19. C.1.20. C.1.21. C.1.22. C.1.23. C.1.24. C.1.25. C.1.26. C.1.27.

Employee Self Service .................................................................................................... 42 Manager Self Service ..................................................................................................... 43 Self Service Approval options ......................................................................................... 44 Flowchart: Self Service Approval options ......................................................................... 46 Self Service transactions initiated by Employees .............................................................. 47 Flowchart: Education/Professional Qualifications maintenance .......................................... 48 Flowchart: Competencies maintenance ........................................................................... 49 Flowchart: Updating personal details .............................................................................. 50 Flowchart: Staff Provident Fund subscription ................................................................... 51 Flowchart: Medical form (For Med. Form 42 and Med. Form 43) ..................................... 52 Flowchart: Salary advance ........................................................................................... 54 Flowchart: Special Salary advance ................................................................................ 55 Flowchart: Advance in lieu of first salary ....................................................................... 56 Flowchart: Rent advance .............................................................................................. 57 Loan for Personal Transport ......................................................................................... 58 Flowchart: Loan to Purchase Means of transport ............................................................ 59 Flowchart: Vehicle insurance loan ................................................................................. 60 Flowchart: Vehicle repair loan ...................................................................................... 61 Flowchart: Furniture loan ............................................................................................. 62 Flowchart: Special Furniture loan .................................................................................. 63 Flowchart: Child education loan .................................................................................... 64 Flowchart: Self development loan ................................................................................. 65 Flowchart: Recommendation for job evaluation ............................................................. 66 Flowchart: Beneficiary nomination form ........................................................................ 67 Flowchart: Medical expense claim form ......................................................................... 68 Flowchart: Expense account and allowance claim .......................................................... 69 Flowchart: Duty allowance ........................................................................................... 70

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C.1.28. C.1.29. C.1.30. C.1.31. C.1.32. C.1.33.

Flowchart: Acting allowance request ............................................................................. 71 Flowchart: Overtime authorization hours request ........................................................... 72 Flowchart: Overtime actual hours request ..................................................................... 72 Flowchart: Renewal of Professional Registration Fees .................................................... 74 Flowchart: Employee on Trek ....................................................................................... 75 Ownership .................................................................................................................. 76

D. Absence Management ..................................................................................................... 77 D.1.

Daily Absence Management Processes ................................................................................. 77

D.1.1. D.1.2. D.1.3. D.1.4. D.1.5. D.1.6. D.1.7. D.1.8. D.1.9. D.1.10. D.1.11. D.1.12. D.1.13. D.1.14.

Handing-over ................................................................................................................ 77 Vaction Leave ............................................................................................................... 77 Accumulation of Vacation Leave ..................................................................................... 78 Compassionate/Casual Leave ......................................................................................... 78 Special National Service ................................................................................................. 78 Jury Service .................................................................................................................. 78 Special Leave without Pay ............................................................................................. 79 Maternity Leave ............................................................................................................ 79 Sick Leave .................................................................................................................... 79 Leave without Pay ....................................................................................................... 79 Absence Management in Oracle HRMS .......................................................................... 80 Flowchart: Leave of Absence (Employees, except directors) ........................................... 81 Flowchart: Leave of Absence (Managers) ...................................................................... 82 Ownership .................................................................................................................. 83

E. Provident Fund and Pension, Payroll, and Retropay Management .................................. 84 E.1.

Monthly PF & Payroll Processes ........................................................................................... 84

E.1.1. E.1.2. E.1.3. E.1.4. E.1.5. E.1.6. E.1.7. E.1.8. E.1.10. E.1.12. E.1.14. E.1.17.

PF Application Process ................................................................................................... 84 PF Membership subscription form ................................................................................... 85 Scheme structures and Contributions .............................................................................. 86 Payments ...................................................................................................................... 86 Interest sharing ............................................................................................................. 87 Separation .................................................................................................................... 87 Issues to be addressed (as per scoping) ......................................................................... 88 Leavers Payroll Process ............................................................................................... 91 Pre Payroll Processes ................................................................................................... 93 RetroPay By Element Process ....................................................................................... 96 Capturing of data from various locations ....................................................................... 98 Ownership................................................................................................................. 100

F. Performance Management ............................................................................................. 101 F.1.

Periodic / Annually Performance Management Processes ..................................................... 101

F.1.1. F.1.2. F.1.3. F.1.4. F.1.5. F.1.6. F.1.7.

Employee Progression: ................................................................................................. 101 Current appraisal environment...................................................................................... 102 Modeling Performance Management processes in Oracle HCM ........................................ 103 Performance Rating Scales ........................................................................................... 103 Enterprise objectives and appraisals ............................................................................. 104 Manager Self Service Initiated Appraisals Process .......................................................... 104 Flowchart: Quarterly reviews and appraisals (1st, 2nd and 3rd Quarterly reviews) .............. 105

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F.1.8. F.1.9.

Flowchart: Quarterly reviews and appraisals (4th Quarter review or Probation review) ...... 106 Ownership................................................................................................................... 107

G. Training, Development and Learning Management ...................................................... 108 G.1.

Monthly Training, Development and Learning Management Processes ................................. 108

G.1.1. VRA Policy .................................................................................................................. 108 G.1.2. Scheme of Service ....................................................................................................... 109 G.1.3. Conferences................................................................................................................ 109 G.1.4. Study Leave with Pay .................................................................................................. 109 G.1.5. Tuition and Examination Fees ...................................................................................... 109 G.1.6. Books ......................................................................................................................... 109 G.1.7. Local Programmes ....................................................................................................... 110 G.1.8. Training administration with Oracle Learning Management ............................................ 110 G.1.9. Learning Management KFF Structures .......................................................................... 111 G.1.10. Catalog Overview ...................................................................................................... 112 G.1.11. Flowchart: Creating a Catalog object .......................................................................... 113 G.1.12. Flowchart: Creating a Course ..................................................................................... 113 G.1.13. Flowchart: Creating an offering for a course ................................................................ 114 G.1.14. Group courses into Learning Paths and Certifications ................................................... 115 G.1.15. Creating Learning Paths ............................................................................................. 115 G.1.16. Creating sections and components for learning paths .................................................. 116 G.1.17. Competencies and prerequisites ................................................................................. 117 G.1.18. Associating learner competencies with courses ............................................................ 117 G.1.19. Associating course prerequisites with courses.............................................................. 117 G.1.20. Resources ................................................................................................................. 118 G.1.21. Flowchart: Creating Resources ................................................................................... 119 G.1.22. Flowchart: Booking a resource for classes ................................................................... 120 G.1.23. Enrollment ................................................................................................................ 121 G.1.24. Track and Manage Enrollments .................................................................................. 121 G.1.25. Class enrollment statuses........................................................................................... 121 G.1.26. Employee enrollment statuses ................................................................................... 122 G.1.27. Flowchart: Employees self enrollment in classes (overseas, in-house or local external courses) – name, staff no etc is captured for person wishing to attend course is automatically provided. 123 G.1.28. Flowchart: HR/Department heads Adding bulk enrollments to classes (Local, Overseas courses) 124 G.1.29. Flowchart: Updating enrollment status ........................................................................ 125 G.1.30. Ownership ................................................................................................................ 126 H.1 Other Self Service Transactions and End Employment Processes ............................... 127 H.1.

Other Self Service Transactions and End Employment Processes ......................................... 127

H.1.1. H.1.2. H.1.3. actions) H.1.4. H.1.5. H.1.6. H.1.7. H.1.7.

Disciplinary Procedures ................................................................................................ 127 Flowchart: Employment advice ..................................................................................... 130 Flowchart: Notice of action on interdiction, discharge or termination (Disciplinary 131 Self Service transactions initiated by Managers ............................................................. 132 Flowchart: Disciplinary Procedure – Minor Offences ....................................................... 133 Flowchart: Intra-departmental Transfer ........................................................................ 134 Flowchart: Interdepartmental Transfer ......................................................................... 134 Flowchart: Interdepartmental Transfer ......................................................................... 135

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H.1.8. Flowchart: Change of Rate Slip .................................................................................... 136 H.1.9. Flowchart: Project Allowance ....................................................................................... 136 H.1.9. Flowchart: Project Allowance ....................................................................................... 137 H.1.10. Flowchart: Recommendation for job evaluation ........................................................... 138 H.1.11. Flowchart: Acting Appointment................................................................................... 139 H.1.12. Flowchart: Extra Duty Appointment ............................................................................ 140 H.1.11. Resignation ............................................................................................................... 141 H.1.12. Termination of Appointment by VRA ........................................................................... 141 H.1.13. Summary Dismissal ................................................................................................... 142 H.1.14. Redundancy .............................................................................................................. 142 H.1.15. Retirement................................................................................................................ 142 H.1.16. End employment process in Oracle HCM ..................................................................... 143 H.1.17. Flowchart: Voluntary retirement ................................................................................. 145 H.1.18. Flowchart: Compulsury retirement .............................................................................. 146 H.1.19. Flowchart: Clearance Certificate ................................................................................. 147 H.1.20. Flowchart: Retirement on medical grounds ................................................................. 148 H.1.21. Flowchart: Discharge (Death) ..................................................................................... 149 H.1.22. Flowchart: Contract Gratuity ...................................................................................... 150 H.1.23. Ownership ................................................................................................................ 151 I.1 Management Information Systems and Audit Requirements ...................................... 152 I.1.

Summary of Scoped MIS and Audit requirements ............................................................... 152

I.1.1. Security Security and MIS ............................................................................................. 152 I.1.2. Configuration of components ........................................................................................ 152 I.1.3. Audit, additional reporting and other requirements/issues ............................................... 152 Open Issues ............................................................................................................................ 153 Closed Issues ........................................................................................................................... 153

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1.

Overview and Document Purpose

During the period between 15th June 2009 and 19th June 2009, several sessions, workshops and meetings were held with representatives from Human Resources, Accounts, Audit and Management Information Systems departments. The purpose of these sessions was to engage all stakeholders in order to establish areas for improving, extending and capitalizing on functionality that was not being used. Following the scoping and requriements gathering exercise, this document covers the various business processes that will be addressed across the currently licensed Oracle HRMS modules, specifically: 

Oracle Human Resources R12



Oracle Payroll R12



Oracle Self Service for HR R12



Oracle Learning Management R12



Oracle Workforce Performance Management R12

The purpose of this document is to communicate and document how the various business processes, and transactions will be managed in the above Oracle HRMS modules as agreed in the scoping documentation. Reference should be made to the scoping documentation for miscellaneous items listing of automated alerts, prompts etc.

1.1

Volta River Authority background

The Volta River Authority (VRA) was established on 26th April 1961, under the Volta River Development Act, Act 46 of the Republic of Ghana. Following the power sector reform in Ghana and separation of functions, the National Grid Company Ltd (GRIDCO) and Northern Electricity Distribution Company Ltd (NEDCO) were established to be the electricity transmission and the electricity distribution entities respectively. Incorporated as an independent company in 15th December 2006, GRIDCO become operational in August 2008 and is responsible for the transmission of power generated by VRA. Although NEDCO has already been incorporated by law the transitional is expected to take longer than that of GRIDCO. As far as HR policies are concerned, these will be inherited from VRA. Naturally there will be a review of policies and where necessary, policy gaps addressed. However, generally speaking, VRA policies will continue to apply for both GRIDCO and NEDCO.

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1.2 VRA Transitional Organization Chart

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1.3

Structure of Document and Processes

Business Processes designs are based mainly in 3 groups I. Pre-Employment and Maintenance Processes A. Work Structures B. Recruitment and Talent Management II. Employment Processes C. Employee Self Service Transactions D. Absence Management E. Payroll, PF and Pensions Staff Entitlement F. Performance Management G. Training, Development and Learning Management III. Other Processes and Post Employment Procedures H. Other Self Service Transactions and End Employment Processes Generally speaking, the processes required to carry out the above activities are broken down into different subgroups. Each sub-group is assigned a separate section within this document as follows: A. Daily Maintenance Processes B. Daily Transaction Processes C. Monthly Maintenance Processes D. Monthly Transaction Processes E. Periodically / Annual Maintenance processes The above sub-groups are further broken down into processes. Each process consists of certain tasks, and each task may consist of manual and system procedures. Flowcharts are provided throughout this document to illustrate how various processes are carried out. These flowcharts are designed to communicate High level procedures and should not be mistaken for user manuals (to be provided at a later stage). 1.4

Reference to Other documentation, Personnel Manuals/Collective Agreements

The following documentation should be used in conjunction with this document:  

Scoping Documentation: VESL_VRA_HRMS_Scooping_v1.1.doc Reporting Requirements: VRA_RD100_OracleHRMS_III_v1.3.doc

For completeness and contextual clarrity, reference is made to the following VRA manuals provided at the time of scoping. It was been noted that generally no major changes are expected with the newer versions.  

Volta River Authority Service Conditions for Senior Staff (January 1, 2005) Collective Bargaining Agreement between the Volta River Authority and the Public Service Workers Union of FTUC (January 1, 2005)

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A.

Work Structures

A.1.

Work Structures Monthly Maintenance Processes

Process:

Business Area:

Work Structures Monthly Maintenance

Core Work Structures

Date:

Control Number: A.1

Design:

VESL HR Consultants

01 July 2009 Process Owner: HR Department

Librarian:

Priority (H, M, L):

Core? (Y/N)

Project Library

High

Yes

Workstructures are the base model and foundation of VRA organizational units. They provide the framework for defining the work assignments of employees and subsequent transactions in recruitment, employee movement, training and career development and performance management. Workstructures are defined in Oracle HR. The components of workstructures are: 

Locations

Physical places where employees are deployed. 

Organizations

Represent departmental units and other entites that make up the organization chart. 

Jobs

Generic roles in the organization such as manager, director, officer etc. 

Positions

Specific instances of jobs in departmental units such as HR manager, Director of Planning etc that supports reporting lines. 

Grades

Represent levels of seniority in the organization according to the grading matrix. A.1.1.

Locations and Cost Centers

Locations are different physical site addresses where employees work. Each organization is combined with a location. The advantages of defining locations are: 

Entering information about each location only once, thereby saving data entry time.

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

Central maintenance of locations ensures consistency when linking employees to workstructure components such as positions, organizations and employee assignments.

VRA has multiple locations where VRA employees work and a listing of cost centers is to be provided by VRA to establish a configuration for linking departments to cost centers at assignment level. A.1.2.

Organizational structures

The maintainance of information about various types of internal and external organizations (branches, departments, sub-departments etc) relevant to human resources, payroll management and administration is done in Oracle HR. Examples of HR Organizations & Organization Types, within the context of VRA are; Internal Organization Type Internal Organization

: Branch/Departments : Engineering & Operations/Hydro Generation

Work structure are based mainly on the organizational hierarchy, which represents the functional units and their hierarchical relationship. The organization that is defined to represent the enterprise itself at the top level of the organizational hierarchy is called the “Business Group”. VRA is currently the business group for the current installation of Oracle HRMS and will remain so. Following the separation of GRIDCO and NEDCO from VRA to run their own respective HR and Payroll, the logical separation of GRIDCO and NEDCO will eventually lead to creation of separate business groups or logical separation through operating units.

National Grid Company Ltd

Volta River Authority

Northern Electricity Distribution Company Ltd

Other organizational units such as departments are defined as per the organizational structure and chart under the business group. To enable the assignment of employees to an internal organization it is classified as an “HR Organization”. Currently, employees are attached to departments in the Oracle HRMS system at employee assignment level. It is expected that for financial accountability, whenever departments are attached at assignment level, the system should requrie a cost center to be provided.

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A.1.3

Flowchart: Organizational unit definition and link to locations

The following High-level flowchart illustrates the process of defining a new organizational unit e.g. a department, sub-department etc and associating it with a physical location e.g. Akosomko. Start

Process: Define Organization & link to Location

Location already defined?

Yes

Define organization name e.g. Public Relations Unit

No

Enter location name and address e.g. Accra HQ

Process: Define Location Select organisation type e.g. Department

Save

Assign Location to Organization Enter organization classifications Save

e.g. Accra HQ

e.g. HR organization

End

End of Process

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A.1.4.

How Oracle HRMS represents organizational roles and Key Flex Field structures

Oracle HRMS provides flexible workstructures to represent the ongoing responsibilities and functions that an organization must carry out in order to meet its goals. Jobs and positions are placeholders in your enterprise model representing roles, which enable a distinction between tasks and the individuals who perform those tasks. Oracle HRMS uses Jobs to represent the generic duties people perform and the required skills, for example: 

Accountant



Engineer



Technician

Positions represent a specific instance of a job, such as: 

Senior Accounts Officer



Assistant Electrical Engineer



Technical Officer

The structures used in Oracle HRMS to configure various components including Jobs and Positions across the application are known as “Key Flexfields” (KFF). KFF’s enable important base components for specific entities such as jobs, grades, training to be configured according to company requirements. A.1.5.

Proposed Position structure adoption and restrucruing of “Job-Position”

VRA largely falls under the category of a “Rule-based” organization which is focused on a highly structured environment in which all aspects of work and remuneration are well organized and regulated. Common examples of this type of enterprise are found in government, education, health and other public sector industries. A key feature of this type of enterprise is the concern with managing positions, or posts. Positions exist, and are managed independently of people in post. Currently the Oracle HRMS environment is configured to uses the Job structure only, which limits the level of granularity and additional functionality that can be achieved with the adoption of position structures. It is proposed that a combination of both job and position structures are used for the following reasons: 1. Adopting position structures will support the building of hierarchies to model one or more or versions of position and management reporting lines across the organization. Other hierarchical relationships can also be built, for example to capture succession plans and career paths. 2. Where employee self-service transactions are concerned, positions would enable the building of refined approval hierarchies based on either positions, persons in posts or a combination of the two. 3. Considering that jobs are used to capture generic roles and positions specific instances of a post – a finer level of detail can be captured for VRA posts. The following table illustrates the type of information that can be captured at position level.

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Field Position Code Position Name

Description Unique identifier for position Title of the position

Type Organization Job Hiring Status Location Headcount Payroll Grade Step Probation

Either Single incumbent or Pooled (Multiple) Departmental unit Generic job/cadre Status for hiring Location where position is deployed Number of incumbents for position Payroll for which incumbents for position paid Default grade in grade matrix Default grade step for grade Duration for probation

Example

VRA-AEE001 Senior Accountant Pooled Accounts Accountant Active Accra 12 Monthly G10 1 6 months

4. Based on how positions are defined, the Oracle HRMS system will automatically attach “default and entry” values whenever a new hire is assigned a position, or whenever there are changes to a persons role (e.g. promotion, transfer etc) In the above example, attaching the post of “Senior Accountant” – job, location, payroll, grade, grade step, probation duration etc. would be automatically attached providing maximum added value while reducing assignment level data entry. Sections A.1.6. and A.1.7. below outline the current and proposed revised structures for both Jobs and Positions that would enable VRA to realize the full benefits of workstructures optimization. A.1.6.

Job KFF Structure

As a generic role in a departmenal unit, jobs are generic and independent of any single department/branch/section etc. For example the “Accountant” or “Human Resource Officer” jobs exist in several departmental units across the organization. Current Job KFF: The current Job KFF Structure for VRA is as follows: Segment # Segment 1 Segment 2 Segment 3 Segment 4

Segment Name Job Label Job Position Job Prefix Job Technical Name

Example Grade I Labourer Senior …

Proposed revised Job KFF: The proposed revised Job KFF structure for VRA is as follows: Segment # Segment Name Example Segment 1 Job Code VRA001 Segment 2 Job Name Accountant The above proposed Job KFF structure would remove the need of capturing grades at job level, as grade would be captured at position level and automatically attached to respective employee assignments.

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A.1.7.

Position KFF Structure

As a specific instance of one job, fixed within an organization, positions are assigned to jobs and departmenal units. For example, the “Assistant Electrical Engineer” position would be an example of the job of “Engineer” in the Engineering services organisation. The position represents a specific role in an department. Proposed Position KFF: Segment # Segment 1 Segment 2

Segment Name Position Code Position Title

Example VRA-SGL01 Senior General Labourer

Oracle HR allows defining and maintaining position information independently of employees. When an employee leaves, the position remains and can be highlighted as a vacancy. One Position can hold multiple employees and employees can be assigned to multiple positions. The concept of multiple postions is not applicable for VRA as typically, employees are placed in a single position (e.g. Electrical Engineer) and paid for that post only. Multiple assignments are elective and refers to an employee who is, for example, primarily hired for the Electrical Engineer post, but simultaneously holds the post of Union Officer. In this instance the employee is paid for both posts which can be captured as a primary assignment and a secondary assignment. The history of positions can be tracked using “Date Track” functionality. The above proposed postion KFF along with the new Job KFF structure would enable a more streamlined and complete approach to workforce roles management. The position title would capture the complete name of the position. The below illustration shows how three segments of the current Job KFF structure will be representated by the position title segment: Current Job KFF Structure Segment # Segment Name Segment 1 Job Label Segment 2 Job Position Segment 3 Prefix Segment 4 Technical Name

New Position KFF Structure Segment N# Segment Name Segment 1 Position Code Segment 2 Position Label Segment 3 Position Title Becomes…

A.1.8.

Summary of Position structure adoption and “Job-Position” restructuring

The following outlines the approach for position structure adoption and subsequent “Job-Position” restructing. The goal of this excersise is to arrive at a definition for Jobs (Generic) and definitions for Position (Specific) that would enable VRA to achieve the maximum benefits of workstructure optimization , as detailed in section A.1.5.. Curently all employees are currently assigned to a job structure alone as positions are not being used. The new job structure will consists of two segments:

Job structure optimization: Current Job KFF Structure Segment # Segment Name Segment 1 Job Label

New Job KFF Structure Migration to Segment N# Segment Name

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Segment 2 Segment 3 Segment 4

Job Position Prefix Technical Name

Segment 1 Segment 2

Job Code Job Title

Position structure optimization: Flowchart A.1.9 below summarizes the process at arriving at the above restructuring, section A.1.10 below describes this in more detail: New Position KFF Structure Segment # Segment Name Segment 1 Position Code Segment 2 Position Label Segment 3 Position Title

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A.1.9.

Flowchart: Position structure adoption and “Job-Position” restructuring process Start

Process: Position structure and “JobPosition” restructuring

VRA to compile listing of current jobs

Accuracy and completeness verified by VRA

No

Verifiy

End date old jobs and positions

Verifiy

Load new jobs and positions

Yes

VRA compile listing of new generic jobs definitions

Accuracy and completeness verified by VRA

No

Yes

VRA compile listing of new position definitions

Accuracy and completeness verified by VRA

No

Verifiy

VRA/VESL to attach new positions to all staff

Yes

VESL to update Job KFF structure and Position KFF structures in TEST instance

VESL to update Job KFF structure and Position KFF structures in PROD instance

End

End of Process

Page 20

A.1.10.

Step-by-Step strategy for Position structure adoption and “Job-Position” restructuring

1. VRA to generate/compile and extract a list of all jobs currently assigned to staff from Oracle HR in the following for format. Department Accounts Etc…

Location Accra Etc…

Job Name Accountant Etc…

Name of Incumbent(s) … Etc…

2. VRA to verify the accuracy and completeness of the current jobs listing as per template from step one. 3. The listing from step one above will form the input to the “Job-Position” restructuring. This will be used to arrive at generic job definitions across the whole organization. This exercise is simplified by the fact the VRA Schemes of service for both unizonized and non-unionized staff already conveniently categorizes jobs into “Job cadres”. The below listing of 106 jobs has been extracted from the schemes of service and forms a suitable basis for generic jobs definition. VRA would need to verify (add/remove where applicable) this and arrive at a final listing of jobs for the Job KFF structure. #

Job Name

#

Job Name

#

Job Name

#

Job Name

1 2 3 4 5

Clerk Accountant Barman Labourer Laboratory Officer Maintenance Mechanic (Auto)

28 29 30 31 32

Canteen/Catering Caretaker/Cook Cleaner Typist Laundry Officer

55 56 57 58 59

81 82 83 84 85

Driver Mechanic Dredge Operator Driver Nurse/Midwife Lift Operator

33

Maintenance Mechanic (Electrical)

60

Nurse Computer Operator Coxswain Deckhand Life saver/Swimming pool attendant Maintenance Mechanic (Lines)

86

Maintenance Mechanic (Mechanic)

34

Maintenance Mechanic (PSC) Photographer Plant Attendant Stenographer Teacher

61

Meter Reader

87

8 9 10 11

Fireman/Fire Officer Gardener Linesman Skipper Survey Officer

62 63 64 65

88 89 90 91

12 13

Foreman Watchman

39 40

66 67

14

Archivist/ Documentation/ Librarian Dental Officer

41

Superintendent Water & Sewerage Plant Operator Audit Officer

Health Inspector Printing Secretary Telephone Operator/Telephonist Utility Officer Accountant

Mortuary Attendant Janitor Security Guard Steward Tradesman

68

Commercial/Marketing Officer

94

Ward Officer Administrative Officer Counsel

42

Civil Engineer

69

95

Electrical Engineer

Geodetic Engineer Estate Officer

43

Mechanical Engineer Finance Officer

70

Communications Engineer Scada Engineer

96 97

18

Human Resource Officer

45

Information/ Publicity officer

72

Graduate Master/Mistress Medical Officer

Environmental Officer Graduate Nurse

19

Pharmacist

46

Planning Analyst

73

99

20

Quantity Surveyor

47

Security Officer

74

Programmer/System Analyst Statistics Officer

Network/System/ Security Administrator Quantity Surveyor

100

Training Officer

6

7

15 16 17

35 36 37 38

44

71

92 93

98

Page 21

21

Transport Officer

48

22 23

Catering Officer Estate Assistant

49 50

24

26

Landscape Assistant Programming Assistant Technical Officer

27

Travels Assistant

54

25

75

51

Administrative Assistant Diplomate Teacher Health Superintendent Medical Assistant

101

Audit Assistant

76 77

Archives/Library Assitant Dispensing Technician Instructor

102 103

78

Nursing Officer

104

Draughtsman Laboratory Technician Private secretary

52

Shipping Assistant

79

Supplies Assistant

105

Surveyor

53

Technician Engineer (Operations) X-Ray Technician

80

Technician Engineer (Engineering)

106

Technican Engineer (MIS)

4. VRA to verify the accuracy and completeness of the new job listing to be used to represent generic job roles. 5. Steps 1 to 4 have established the Job structure providing generic job/cadre definitions, the subsequent position KFF structure defines the specifics of a role assignment. VRA would then need to define the complete listing of position titles extracted from step 1. The position titles will probably be the same as the current job titles. The following template with all 12 fields would need to be filled out to establish the default/entry values for all positions. # 1 2

Field Position Code Position Name

Description Unique identifier for position Title of the position

3 4 5 6 7 8 9 10 11 12

Type Organization Job Hiring Status Location Headcount Payroll Grade Step Probation

Either Single incumbent or Pooled (Multiple) Departmental unit Generic job/cadre Status for hiring Location where position is deployed Number of incumbents for position Payroll for which incumbents for position paid Default grade in grade matrix Default grade step for grade Duration for probation

Example

VRA-AEE001 Senior Accountant Pooled Accounts Accountant Active Accra 12 Monthly G10 1 6 months

6. VRA to verify the accuracy and completeness of the new position listing to be used to represent specific position roles. 7. VESL would then update the current Job KFF structure in the TEST environment and verify compliance before migrating to PRODUCTION environment. 8. VESL would also need to configure the Position KFF structure in the TEST environment and verify compliance before migration to PRODUCTION enviornment. 9. Following successful testing in the TEST environment, VESL would then update the current Job structure in the PRODUCTION environment. 10. Following successful testing in the TEST environment, VESL would then configure the current Position structure in the PRODUCTION environment. 11. This would lead to VESL loading the jobs into the new job structure.

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12. VESL to load the positions into the new position structure. 13. VRA/VESL to update the and attach the new position strucutres to all employees ensuring that the following components are also updated: 1. Supervisor (used in Self Service Transactions). As agreed during the scoping complete supervisor hirearchies should have been complied by VRA, ready to be provided to VESL. 2. Email (used for delivering Email alerts and notifications to employees). As agreed during the scoping email addresses for all staff should have been complied by VRA, ready to be provided to VESL. A.1.11.

Flowchart: Roles definition (Jobs and Positions)

The following High-level flowchart illustrates the process of defining organizational roles i.e. Jobs and Positions following VRA’s adoption of both the new Jobs and Position structures.

Start

Process: Define Job

Process: Define roles (Jobs and Positions)

Process: Define Position KFF

Enter default Position details e.g. Job, Location, Organization

Select default Group

Enter Job KFF segments i.e. Code, name

Job

Save

Enter default Position hiring details e.g. Grade, step, Headcount

Enter default other Position details e.g.

End

End of Process

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A.1.12.

Grades and Salary Scales

Grades are used to record the relative status of employee assignments and to determine compensation and benefits such as salary. Grade name is the concatenation of each of the segments within the Grade KFF. Current Grade KFF: Segment # Segment 1 Segment 2

Segment Name Grade Code Grade Name

Example G13

VRA currently uses a grade matrix based on grades and grade steps i.e. grades G1 to MF1. G1 being the lowest grade and MF1 being the highest grade. It is understood that there is a new proposed pay ranges based on Min, Mid-point and Max values expected to come into effect in the future. A.1.13.

People Group – housed/not housed, societies, groupings

People group structure is used to hold information to identify employee groups in VRA. The current People Group KFF structure is: Current People Group KFF: Segment # Segment 1 Segment 2 Segment 3 Segment 4

Segment Name Employee Category Employee Group Employee Status Occupational Group

Example Junior Unionized Permanent Mechanics

The following list of recognised staff groupings are to be implemented as extension to the people group KFF: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

VRA housed and non-housed Society of VRA engineers Institute of Chartered Accountants (ICA) Association of Chartered Certified Accountants (ACCA) Chartered Institute of Management Accountants (CIMA) Ghana Medical Association Nurses and Midwife Council of Ghana Pharmacy Society of Ghana Ghana Institute of Engineers Ghana Institute of Surveyors

Monthly transaction processing of work structures is focused on maintenance of VRA organizational structure revisions.

Monthly transaction processing under HR work structures include:

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A.1.14. A.1.15. A.1.16. A.1.17. A.1.18.

Define Work Structures Define Organization Hierarchy Define Position Hierarchy Review Work Structures Maintenance: Closing workstructures and creating new versions

A.1.14.

Define Work Structures

Work structures are defined mainly as a setup/configuration procedure of Oracle HR. When a new work structure component is opened, the processes are indicated in Flowcharts A.1.3 (organizational units) and A.1.11 (roles). A.1.15.

Define Organization Hierarchy

Organization hierarchies show reporting lines and hierarchical relationships between departmental units. The primary reporting hierarchy set up reflects the main reporting lines in the organization chart of VRA. In addition to the primary reporting hierarchy, other organization hierarchies can be set up in order to:   

Reflect matrix reporting relationships within the enterprise. Design future planned organizational hierarchy. Create revisions of an organizational hierarchy an keep the old ones.

The visual “organogram” for organizations are viewed and edited by using the organization hierarchy diagrammer. The hierarchy diagrammer is a standard Oracle HR window with the addition of a graphical area. Users can make intuitive drag–and–drop changes using graphical interface of the diagrammers for quick and easy organizational restructuring. Viewing the organization diagrammer is possible after creation of the hierarchy via the standard hierachy window. It is also possible to print pictorial representations of organization hierarchy charts. A.1.16.

Define Position Hierarchy

Position hierarchies are defined in order to show the detailed line management reporting in each organization or throughout the enterprise. The hierarchy diagrams for positions are viewed and edited by using:  

Using the position hierarchy window Using the position hierarchy diagrammer

The Hierarchy Diagrammer, included with Oracle HR, enables to create the position hierarchies graphically, and make intuitive drag–and–drop changes to them. A primary position hierarchy is defined to represent functional relations of base position structure and primarily used for approval across the Oracle ERP. It is possible to define multiple position hierarchies. Secondary hierarchies can also be defined to show reporting lines and to control access to information. Position hierarchies are dated, so future dated versions can be created to prepare for reorganization in advance and can retain previous versions for historical information. A.1.17.

Review Work Structures

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In Oracle HR the information of the locations, organizations, jobs, positions, grades and other work structures are dated. Dates are attached to work structures to manage different versions over time. Previous versions for historical information and future dated versions are created to prepare for reorganization in advance. “Date Track” functionality captures historical data that represents organizational structural changes. Revisions updated on workstructures can be viewed on 3 ways: Examples of Standard HR View windows, which are specifically designed to show lists and histories:     

Employees by organization Employees by position Employees by hierarchy Employees by compensation elements Employee assignment histories

Examples of Standard HR Reports designed and provided by the HR module itself:    

Absence report Termination report Full person details report Full applicant details report

Refer to VRA_RD100_OracleHRMS_III_v1.3.doc for custom reports specific requirements A.1.18.

Maintenance: Closing Work Structures and creating new versions

If a work structure unit is no longer used it should be closed i.e. end dated so that users can no longer access/choose it from lists by mistake. End-dating is the process where a structure is effectively terminated by entering an date of which it should be closed. End-dating does not delete a structure, instead effectively disables it from the date when enddating/closing the structure occurs. Complete close example: The “Special Engineering Projects” department is no longer required as all employees are to be placed in other Engineering departments e.g. Hydro, Thermal etc. Therefore, the “Special Engeineering Projects” structure is to be end-dated and closed effective from the end of the year. Using Datetrack, structure closed at end of year Name Special Eng Projects From Date 01-Jan-1999 To Date 31-Dec-2009

Closed Structure

Structure no longer exists from 31-Dec-2009…

If a structure is completely closed the employees who are currently work and are attached to that structure, particularly a department should be transferred to the new structure. This is acomplished with the mass assignment update functionality to process such mass employee movements. Versioning example: The Engineering Department is to be renamed from “Engineering” to “Engineering and Technical Operations” effective from next year. Old Version end-dated from 31-Dec-2009

Using Datetrack, new version of structure created from 01-Jan-2010

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Closed structure Name Engineering From Date 01-Jan-1999 To Date 31-Dec-2009 A.1.19.

New structure Name Engineering and Technical Operations From Date 01-Jan-2010 To Date

Ownership

The HR department and ultimately the Director of HR is responsible for the maintenance and transactions of all work structures.

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B.

Recruitment and Talent Management

B.1.

Daily Recruitment Processes

Process:

Business Area:

Daily Recruitment Processes

HR Recruitment

Control Number: B.1

Design:

Librarian:

Priority (H, M, L):

VESL HR Consultants

Project Library

High

Date:

01 July 2009 Process Owner: HR Department Core? (Y/N)

Yes

These processes cover VRA recruitment cycle from the stage where a vacancy is first identified untill the rejection or acceptance of an applicant. Currently, Oracle HR recruitment functionality is not used at any level or capacity. Therefore, recruitment is done entirely manually. VRA current recruitment process can be summarized in the following sections: B.1.1. B.1.2. B.1.3. B.1.4. B.1.5. B.1.6. B.1.7. B.1.8.

Policy of encumbering vacancies Staff requisition Process Filling of vacancies within the Authority Advertisement of vacancies Unsoliciated applications and candidate application process Candidate selection process Pre-Employment Medical Examination and appointment Probation

B.1.1.

Policy of encumbering vacancies

The Authority shall follow a policy of encumbering vacancies and newly established positions by the promotion of serving personnel. Outside recruitment shall be made only when no candidates within the Authority’s organization are adjudged suitable. Recruited candidates shall be taken through inductions before they start work.

B.1.2.

Staff Requisition Process

There is a “Personnel Requisition” form used by VRA. This form captures the nature of the request (either addition to establishment or replacement), originating department, location, section, cost center etc. Other information to be completed by the initiator i.e. manager/supervisor includes if there is a budgetary provision, proposed salary grade and estimated expenditure details.

Posts Addition to establishment procedure

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For new position recruitment (i.e. position not within the establishment) justification for the new position is required and effected via a memo sent from the Head of department to HR. For new positions, the main stakeholders and transactional flow in this process are: 1. 2. 3. 4.

HOD initiates Branch head is notified who then forwards to HR HR verifies and recommends Branch head approves/rejects posts addition to establishment.

Note that this process cannot be automated at this stage of the project as the implementation of iRecruitment is not under the scope of Phase III of this project, therefore it would have to be carried out manually. Personnel Requisition Procedure For all personnel/staff requisitions, the type of staff requisition – either for replacement or post addition to establishment is selected. The personal requisition form is filled out. The main stakeholders and transactional flow is: 1. 2. 3. 4. 5.

Manager initiates HR verifies Finance verifies budget HOD recommends Branch head approves

Note that this process cannot be automated at this stage of the project as the implementation of iRecruitment is not under the scope of Phase III of this project, therefore it would have to be carried out manually. Following approval of the personnel requisition, HR then proceeds with recruitment advertisement activities. B.1.3.

Filling of vacancies from within the Authority

When a vacancy occurs which is felt can be filled from within the Authority other than by direct promotion, the Head of Department shall request the Director, Human Resources to publish an internal advertisement on the vacancy for the information of all employees. The advertisement shall give the following information: 1. 2. 3. 4. 5. 6. 7. 8.

Job Title of position being advertised. Department within which the vacancy has occurred. Minimum qualifications required for the job. Relevant minimum experience needed. Brief description of job function. Age requirements. Period within which applications should be accepted. Address to which applications should be forwarded.

The advertisement shall be posted for a period not less than ten days from the date of the advertisement. All applications shall be reviewed and a short-list of qualified candidates prepared for a test and/or interview as may be necessary. B.1.4.

Advertisements of vacancies

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Where it is considered not possible to fill a vacancy from within the Authority, the vacancy shall be advertised local papers and where necessary in the overseas press. The receipt of applications shall be for a period not less than twenty days from the date of the advertisement. After the closing date of the advertisement, the Head of Department shall review the applications in consultation with the Director, Human Resources, prepare a shortlist of qualified candidates for test and/or interview as may be necessary. B.1.5.

Unsolicited applications and Candidate application process

The Authority receives a number of unsolicited applications from candidates seeking employment in the organization. All such applications shall be forwarded to the Head of Department by the Director, Human Resources. Each application shall be reviewed and the applicant’s qualifications, experiences and other statements recorded on Record Cards. One record card is prepared for each position in which the applicant qualifies. These applications shall constitute a useful source of recruitment, whenever possible, subject of course, to compliance with the Labour regulations. There is an existing form (i.e. Form 1B) that is used that captures personal details, educational background and work experience. Form 1B is only used for those candidates that are shortlisted for interview. B.1.6.

Candidate selection process and Interviews

The various screening stages depend on the job grouping. However, generally, Endurance/practical/aptitude test, security clearance, interview, offer, active assignment. Interview Board Interviews shall be conducted for the selection of personnel by panels proposed by Department Heads and approved by their Branch Heads or the Chief Executive as may be necessary. The interview panels shall meet to interview applicants after the notice given. The notice shall specify the place and time for the interview and shall be signed by the Director, Human Resources or a delegated authority. After the interview, a report shall be issued by the Secretary, countersigned by the Chairman of the selection panel to the Director, Human Resources. The report shall indicate: 1. 2. 3. 4. 5. 6.

Purpose of the interview. Constitution of the selection panel. Candidates interviewed. Candidates selected to fill vacancy. Basis for selection. Where necessary, may recommend an appropriate salary to be paid to selected candidates for future employment.

The Director, Human Resources or delegated authority shall, in all cases, review the selection panel’s recommendation and endorse it for the recommendation of the Head of Department and for approval by Chief Executive or his delegated authority. Appointment

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All persons appointed to positions in the Authority shall be issued with letters of appointment signed by the Chief Executive or by a delegated authority. Such letters shall include but not be limited to the terms and conditions of employment. B.1.7.

Pre-Employment Medical Examination and appointment

All appointments to the Authority are subject to a successful pre employment medical examination. Prospective employees shall not be placed on the payroll unless a certificate of successful medical examination signed by the Director, Health Services or an approved VRA medical officer has been lodged with HR. There is an existing “Pre-Employment Medical Examination Form” which is filled out by the applicant and captures information such as history of illness, disabilities, immunizations etc. The date of assumption of duty of an employee shall be as stated in the appointment letter. Occupational health/medical assessments functionality in Core HR to be enabled to allow for medical examination information to be captured. B.1.8.

Probation

Every permanent employee on initial engagement shall undergo probation for a period of six months, except contract employees who have served for more than a year and are being made permanent. Unless informed in writing to the contrary, two weeks after the probationary period, employees who have completed such probationary period shall be deemed to have been confirmed in appointment. If at the end of the period of six months, employees are found unlikely to fulfill the requirements of the job, they may be retained on probation for a further period of three months. The employees appointment may be terminated if still found unsatisfactory at the end of this period. In Oracle HR, position definition also includes specifying the duration of probation that is associated with a position and a person in that post. This drives the alerting mechanisms that ensure that probation alerts notifications are delivered to the necessary parties.

B.1.9.

Oracle HR Recruitment Functionality

Using Oracle HR, VRA can manage the three key areas of the recruitment cycle: 

Recruitment Preparation: Preparation is concerned with the identification of a vacancy, the authorization to act and run recruitment activities.



Appointment: Appointment takes the applicant from the recruitment process to employee administration, where the initial tasks include entering terms and conditions and payroll information.



Selection Process: Selection begins with the receipt of applications and ends with the issue of offer or rejection letters.

The following illustrates the recruitment process as will be in Oracle HR. B.1.10.

Oracle Talent Management

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Talent management is essentially the management of worker competencies to meet enterprise objectives. Each Oracle HRMS module including Core HR, Oracle SSHR and Oracle Learning Management (OLM), supplies key components of talent management functionality. For many talent-management tasks, Core HR and the self service interfaces are used. Importance of mapping VRA Scheme of service In essence competencies are mesurable skills a workforce either has or must develop to meet enterprise objectives. The Oracle HRMS competency management functions enables: 

Definition of a library of competency definitions that can be used throughout the enterprise to ensure a consistent approach.



Identify each workers competencies in a competency profile.



Measure competencies using either general rating scales or proficiency scales that are specific to the competency.



Definition of core competencies for the organization as a whole. All workers in the company must have these “core” competencies.



Link competencies to departments, jobs or positions for automatic attachment to these workstructures This goes hand-in-hand with VRA’s requirement to associate competencies with training and development programmes required for performance with maximum efficiency and progression.

In line with best practice, recruitment is done based on competencies associated with the personnel requisition (vacancy) position and appraisals are done based on competencies and skills achieved. Therefore, it is of paramount importance that a consistent competency approach is rolled out. B.1.11.

Suitability Matching

Suitability matching provides a range of competency-based methods for finding the right person for a work opportunity or finding the right work opportunity for a person. Managers and HR professionas can compare employee, applicants, and contingent workers by role, job, and position, and employees can find work opportunities that fit their competencies. Find a person for a work opportunity: Action

Description

Find Suitable People by Role

Find employees, contingent workers, and applicants who fit the competency profile for a job, position, department, vacancy, or some combination of these criteria. Find employees, contingent workers, and applicants who match a list of competencies you specify. Companre the competencies of employees and contingent workers who currently occupy a specific job or position in a department (or any department within the business group) Compare successors (named in the Succession Planning module) to a position or position-based role. Compare anyone who has applied for a vacant job or position in a department (or any department within the business group).

Find Suitable People by Competency Compare People by Current Role Compare Named Successors for a Position Compare Applicants for a Vacancy

Find a work opportunity for a person:

Page 32

Action

Description

Find Work Opportunities by Role

Find work opportunities for an individual who fits the competency profile for one or more jobs, positions, departments, vacancies (irecruitment), or some combination of these criteria. Find work opportunities for an individual employee or contingent worker who matches a list of competencies you specify. Compare an applicant's competency profile with the competency profiles of existing vacancies (irecruitment). Compare, by competency, an employee's succession options as defined in the Succession Planning module. Compare, by competency, an employee's or contingent worker's current assignments.

Find Work Opportunities by Competency Compare Pending Applications Compare Succession Options Compare Current Assignments

B.1.12.

Succession Planning

Using Oracle HR and Oracle Self Service, succession planning is provisioned that will enable VRA to use either career paths (for jobs) or position hierarchies (for positions) to ensure that you have potential successors for all your positions – this is typically a two-stage process. 1. Using Oracle Self-Service suitability matching functions, you can identify many potential successors for a position. You do this by comparing the competencies of a group of people with the competence requirements of the position. You can also identify many different succession options for one person. 2. Normally, position hierarchies have the role of mapping reporting hierarchies across the organization. They also have an additional function that can be applied for modelling succession plans. Using position hierarchies, HR professionals can create succession plans for individuals. In this instance, position hierarchies can be created to model potential successors for positions.

Page 33

B.1.13.

Flowchart: Highlevel Oracle HR Cycle

The following highlevel flowchart illustrates the six stages recruitment managed under Oracle HR recruitment cycle. Start

Process: Oracle HR recruitment cycle

1

Capture Personnal requisitions

2

Capture recruitment activities and cost

3

Enter selected applicants

Progress 4 applicants through 2 recruitment stages

5

B.1.14.

Offer or Reject

6

Appoint New Employee

End

End of Process

Manual Versus Oracle HR Recruitment

One of the main areas of concern identified during the scoping is the lack of recruitment process automation. It was established that key functionality delivered by the already licensed modules are not being used at all – including recruitment facilities embedded within Oracle HR. As communicated and agreed during the scoping and requirements gathering sessions, Oracle HR’s inbuilt recruitment functionality will be enabled and configured as part of this phase of implementation. However, it was also noted that Oracle HR recruitment functionality does not entirely address the recruitment automation needs of VRA. This is due to Oracle iRecruitment not fallling under this particular phase of implementation. However, configuring and enabling the Oracle HR recruitment functionality will nevertheless provide VRA with significant tools to capture and automate key recruitment components. The following table, outlines the key activities and procedures that will be handeled as a result of enabling Oracle HR’s recruitment functionality compared to the entirely manual practise before adoption of Oracle HR recruitment features.

Page 34

Activity

Before Oracle HR Recruitment adoption

1

Staff requisition entry

Manual

After Oracle HR Recruitment adoption Core HR

2

Staff requisition approvals process

Manual

Manual

3

Staff requisition maintenance and updating following approval/rejection

Manual

Core HR

4

Recruitment activities maintenance i.e. media ads and costs

Manual

Core HR

5

Staff submit applications / External candidate submit applications

Manual

Manual

6

Entry of selected candidates into Oracle HRMS after sorting

Manual

Manual

7

Entering applicant progression from one stage to next stage (e.g. active-first interview, interviewtermination, interview-offer etc)

Manual

Core HR

8

Interview scheduling and recording for selected applicants

Manual

Core HR

9

Entry of applicant progression to offer/termination after interview selection

Manual

Core HR

Flowchart B.1.15 to B.1.19 below illustrate the processes that will be managed using Oracle HR recruitment functionality.

Page 35

B.1.15.

Flowchart: Personnel requisition capture and approval

The below flowcharts illustrate the personnel requisition process (manual) and the Oracle HR enabled personnel requisition capture process. Start

Process: Personnel requisition capture and approvals

Enter the effective dates of the requisition

Enter name of requisition e.g. Manager

Provide assignment details for the vacancy e.g. Position (Job, organization, grade, location are automatically filled based on position selected)

Enter budgetary value e.g. 35,000 Cedi

Save Enter name of manager/ supervisor requisitions raised by

End

End of Process Enter number of openings e.g. 6

Enter approval status e.g. Approved etc.

Page 36

B.1.16.

Flowchart: Capture recruitment activities and costs

The below flowchart illustrates the process for capturing and recording the recruitment activities and associated costs. Start

Process: Recruitment activities and cost capture

Enter the effective date of the recruitment activity e.g. 01-Aug-2009

Enter name of the recruitment campaign e.g. Newspaper ads

Enter the name of the internal/external contact

Select the type of activity e.g. Media

Enter the closing date e.g. 31-Dec-2009

Select the personnel requisition which is associated with campaign.

Select the currency e.g. Cedi

Select the owning departemnt e.g. Engineering

End

End of Process Enter the planned cost

Provide the name of the authorizer

Page 37

B.1.17.

Flowchart: Candidates application process and entry

The below flowcharts illustrate the personnel requisition process (manual) and the Oracle HR enabled personnel requisition capture process. Manual Process

Start

Process: Candidates application process

Applicant completes personnel details section of form

Applicant completes education background section of form

Applicant completes work experience form section of form

Personnel shortlists candidates

Start

Process: Entry selected applicants

Full Enter effective date of application submission e.g. 20-Jul-2009

Enter personnel details, e.g. name, DOB, email etc.

Select personnel requisition/vacancy applicant applying for e.g. Senior Accountant

Optionally, enter other details e.g. competencies, photo, qualifications

Quick applicant entry or Full appliant entry

Quick Enter effective date of application submission e.g. 20-Jul-2009

Enter personal details e.g. name, phone, address

Select personnel requisition/vacancy applicant applying for e.g. Senior Accountant

End

End of Process

Page 38

B.1.18.

Flowchart: Candidates progression (to offer/termination)

The below flowcharts illustrate the personnel requisition process (manual) and the Oracle HR enabled personnel requisition capture process. Start

Process: Candidates progression

Terminate or further processing

Further Processing

Query applicant

Enter effective date of application status change e.g. 20-Jul-2009

Reject Enter effective date of termination

Offer job or other status change?

Querry applicant

Offer

Select status

offer

Other status Select new status e.g. from Active application to First interview

Select reason for termination

End application

Enter the interview type, location, time and dates

Yes

Interview scheduling required?

No

End

End of Process

Page 39

B.1.19.

Flowchart: Hire employee

The below flowcharts illustrate the hire process, which basically converts an “Applicant” to an “Employee”.

Start

Process: employee

Hire

Enter effective date of hire

Select “Create employment”

Enter Health/medical assessments

Enter/update other information as requried. E.g. Phone, Address, Previous employment, schools and colleges attended, qualifications etc.

System will inherrit the assignment details from the personnel requisition (vacancy) including position, job, location, payroll, probation etc.

Enter Cost centre details

End

End of Process

Page 40

B.1.20.

Maintaining Employee Information

Oracle HR supports the maintainance of the 3 main groups of employee information in the system;   

Personal Information Employment Information Assignment Information

Personal Information: Personal information is the basic communication and identification information tracked on an employee. This information is defined when the employee record is first created and includes;    

Personal identifications Communication details ( e.g. addresses, telephones, e-mail) Dependents, beneficiaries and other contacts Schools and Colleges

Employment Information: Employment information is the information attached to an employee during his work life cycle;    

Competence profile Training Absences Qualifications

Assignment Information: The assignment is the central concept that relates employees to the structures they work, and the compensation they are eligible;       

Organization Level Position Grade Category Salary Benefits and allowances

B.1.21.

Ownership

The HR department and the Director of HR is responsible for recruitment.

Page 41

C.

Employee Self Service Transactions

C.1.

Daily Employee Maintenance Transactions

Process:

Business Area:

Date:

Daily Employee Maintenance Transactions

HR Employee Maintenance

01 July 2009

Control Number: D.1

Design

VESL HR Consultants

Process Owner: HR Department

Librarian:

Priority (H, M, L):

Core? (Y/N)

Project Library

High

Yes

Oracle Self Service HR is a “Do-It-Yourself” online system that extends ERP functionality to employees and managers. Self Service allows for proactive involvement and seamless management of common enterprise transactions in a paperless environment. Self Service functionalities are broken down into employee self service and manager self service. C.1.1.

Employee Self Service

Employee Self Service is provided for all employees across the company and enables employees to self-manage their individual HR profiles and request/apply/raise various employee service transactions. Saved Transactions “Save for later” options are available whenever employees are in the middle of conducting a transaction such as a leave of absence request or a salary advance request. This enables employees to “Save” any transaction to be completed at a later time. Saved transaction or requests can be retrieved from the “Saved Transactions” link. Notifications Inbox A central component of self service the notifications inbox enables staff across the organization to view and act on received notifications from other staff and basically acts like an email inbox for Oracle transactions. Transactions that require approval action are delivered to the notifications inbox of staff. Additionally, as transactions are submitted and progress through the approval chain – workflow delivers notifications at each stage (Refer to section C.1.6). Note on Length of stay of request in inbox for Self Service Transactions: It has been noted that, for all self service transactions VRA requires that request for approval / review within the process flow chain should not exceed 72 hours. If no action is taken after 72 hours the transaction should automatically flow to the next higher approver/reviewer in the chain. The consultants will investigate the feasibility of this requirement considering the technical implications setup continues over the next weeks.

Personal Information, Contact and Dependent details

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Employees can view and update basic details (name, marital status, email etc), phone numbers and address. Employees can also view and update emergency contacts and dependent details. DOB cannot be updated. Employment Information Employment related information includes name of immediate supervisor, location, number of years of service, position (e.g. promotion) history and absence history. Competency and Skills Profile This facility enables employees to view and update current competencies and skills in situations where there has been changes due to educational or professional courses completed. Qualifications Employees are able to view their current qualifications and udpate their respective qualifications profiles for courses and training taken at educational or professional institutions. Leave of Absence Employees are able to view their history of leaves taken and apply for leave i.e. Vacation leave, Compassionate leave, Special national service, Jury service, Special leave without pay, Maternity leave, Sick leave, Leave without pay. Selection of employees in transactions In every instance where the employee must be selected in a transaction, the employees name and id should be available to the user to distinguish persons with the same names. Use of supervisor hierarchy in Self Service Transactions The supervisor hierarchy will be used in Self Service transactions (such as leave of absence, duty, acting allowance etc.) especially where the reporting line for directors is different to other employees. Accident reporting will be done manually, however, it is understood that the final report output will be entered manually on the “Work incidents” screen. C.1.2.

Manager Self Service

Manager Self Service is provided for all employees who have one or more subordinates and allows managers, supervisors, directors etc to view and update HR related information on behalf of their subordinates. Managers would be able to view and update their subordinates: 

Personal information



Employment history



Competency and skills profile



Eduational qualifications

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

Professional qualifications



Leave of absence (Particularly where circumstances do not allow employees to raise leave requests on their own e.g. for sick leave, maternity leave etc.)

Managers will also be able to perform suitability matching functions. C.1.3.

Self Service Approval options

For any transaction, approvers are presented with four options. Approve, Reject, Reassign and Request for more information. Approving a transaction Approving a transaction will prompt the system to check whether the approver is the last approver in the transactions approval hierarchy, if not, the transaction will be forwarded to the next approver. At each stage of the approval process, the initiator receives notification that his/her transaction has been forwarded to next approver. For example, the medical health (ill health procedure) has four major approvers as below.

Employee

*

Supervisor

Submits

* Approves

HOD

*

Area HR Manager

Approves

*

Director Health Services

Approves

Notification sent to initiator on submission and after each person approves

On approval by the final approver in the hierarchy, the transaction will be closed with status of “Approved”. Rejecting a transaction Rejecting a transaction will immediately terminate the process and it will be closed with status “Rejected”. There is a provision to provide a reason for rejection that will be forwarded to the initiator of the transaction. Employee

* Submits

Supervisor

* Approves

HOD

* Rejects

Rejected Notification sent to initiator

Area HR Manager

Director Health Services

* Notification sent to initiator on submission and after each person approves

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Reassigning a transaction (Forwarding) Reassigning a transaction involves situations where the current approver is not in a position to take approval action or wishes to forward to another staff to allow them to take approval action on his/her behalf. The current approver can select from VRA staff whom he/she wishes to forward the transaction to. *

Other person

Approves

Reassign

Employee

*

Supervisor

Submits

* Approves

HOD

*

Area HR Manager

Director Health Services

Approves

Approval Notification sent to initiator

Once the transaction is forwarded the person takes action, e.g. approves – the transaction will be pick revert to the approval hierarchy and pick up from there. Requesting for more information In cases where the nature of the transaction is unclear/incorrect or the current approver requires further information, the current approver has the option of requesting either the initiator, previous approver or other person for further details. The process will then follow the rest of the approval hierarchy. * Approves

Employee

* Submits

Supervisor

*

HOD

Approves

*

Area HR Manager

Approves

Request for more information

*

Director Health Services

Approves

* Notification sent to initiator on submission and after each person approves

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C.1.4.

Flowchart: Self Service Approval options

Start staff receives email notification

Process: Self Service Approval options

Actions

Transaction forwarded to next approver

Approve

No

Last approver?

Reject

Provide rejection reason

Yes

Transaction closed with result “Approve”

Approver logs into self service to take action

Reassign (to other colleague for action)

Request for more information

Select person to forward forward transaction to

Select person to forward “more information request” to

Transaction terminated

Initiator receives email of action

End End of Process

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C.1.5.

Self Service transactions initiated by Employees

The following transactions will to made available to employees to allow that to initiate for approval and track them through the approval chain.

1 2 3 5 6 7 8 9 10 11 12 13 14 15

Initiated by Employee Educational/professional qualifications Competencies/Skills profile Personal Details Staff Provident Fund subscription Medical form (ill health procedure) Salary Advance form Special Salary Advance form Advance in lieu of first salary Rent advance Means of Transport Vehicle Insurance Loan Vehicle repair loan Furniture loan Special furniture loan

16 17 19 20 21 22 23 24 25 26 27 28

Child education loan Self development loan Recommendation for job evaluation Beneficiary nomination form Medical expenses claim Expense account and allowance claim Acting Allowance Duty Allowance Request Overtime Authorization hours request Overtime actual hours request Renewal of professional registration fees Employee on Trek

Sections C.1.6. to C.1.32 below illustrate the step-by-step flowcharts for each transaction/request. Note that where ever the “Approval action” symbol is used, reference should be made to the self service approval options flowchart (section C.1.4.) Leave, separation and other processes are covered in there respective sections of this document.

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C.1.6.

Flowchart: Education/Professional Qualifications maintenance

The following flowchart illustrates the process for employees updating qualifications – either educational or professional.

Start

Process: Update qualifications

Immediate supervisor

Employee Logs in and clicks the Qualifications link

Approval action

Head of Department Click Educational Qualification

add

Education

Education or Professional?

Professional

Click Add Professional qualification

Approval action

Area HR Select Type e.g. diploma, undergrad, masters etc.

Submits

Approval action

Director HR

Enter Title, Study start date, actual completion date, grade

Optionally enter subjects, tuition information, training information

Submits

Submit for approval

Optionally attach supporting document

Submits

Saved against employee’s profile

End

End of Process

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C.1.7.

Flowchart: Competencies maintenance

The following flowchart illustrates the process for employees updating competencies and skills. Immediate supervisor

Start

Process: Update Competencies/skills

Employee Logs in and clicks the Competency & Skills profile link

Default competencies and skills specific to the organization and position are displayed

Approval action

Head of Department

Submits

Approval action

Highlight competency

the

New levels

Enter new levels or add competences?

Add Competencies

Click Add Competencies button

Area HR

Submits

Approval action

Click New proficiency Levels

Click the Find competencies button and search for the competency to add

Director HR

Saved against employee’s profile

Select the desired competency e.g. MS Excel

Enter the proficiency level e.g. Advanced

Optionally attach supporting document

Submits

Submit for approval End

End of Process

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C.1.8.

Flowchart: Updating personal details

The following flowchart illustrates the process for employees updating personal details. Immediate supervisor

Start

Process: Update Personal details

Select details to update

Employee Logs in and clicks Personal details link

Approval action

Submit for approval

Head of Department

Submits

Approval action

Dependents and benefifiaries

Phone Numbers / Address

Basic details (Name, Marital status, email)

Optionally attach supporting document

Area HR

Submits

Approval action

Enter name, title, email, relationship type

No

Enters number numbers/ address particulars

Phone / Address required ? Yes

Select Update Mode

Update details

of

Correction or complete details Enter information for name, marital status or email etc.

Enter phone number(s)

Enter effective date update

Enter Address(s)

Confirm proposed changes

Director HR

Submits

Saved against employee’s profile End

End of Process

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C.1.9.

Flowchart: Staff Provident Fund subscription

The following flowchart illustrates the process for staff subscribing to the PF membership scheme. Immediate supervisor

Start

Process: Subscribion to PFPS Scheme

Employee Logs in and clicks the PFPS scheme form

Approval action

Head of Department The following fields displayed automatically: 6 months complete and Permanent employee? No Yes

       

Submits

are Approval action

Name DOB Hire Date Title Number Monthly basic pay Months of service Permanent/Contract

HR

Submits

Approval action

Accounts

Accepts acknowledgement of right of VRA to make staff provident fund deductions from salary

Submits

PFPS element attached by Payroll accountant for employee

Optionally attach supporting document Submit for approval

End

End of Process

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C.1.10.

Flowchart: Medical form (For Med. Form 42 and Med. Form 43)

Provision should be made for one spouse, four children and two wards. This provision is provided for all children (even if they are not in school) up to the age of 18. Between the ages of 18 and 21 those not in school entitlement ceases. The entitlement is provided up to the maximum age of 21 for those in school. The system should cater for employees to register at any one time a maximum of one spouse, four children and two wards. There should be option for employees to replace those dependents who no longer fall within the above policy restrictions. Possible configuration of DFF at contact level for capturing school status for kids, or attach evidence of current enrollment in school. The Authority’s Ill-Health Procedure is as follows: An employee shall, on appointment, be issued with a hospital attendance request form – Medical Form 42 by the Director, Health Services for permanent use. Medical form 42, which is a confidential document, shall be retained by the employee’s supervisor and shall remain the property of the Authority. An employee wishing to seek medical or dental attention shall obtain from his supervisor his medical form 42 and medical form 51 for presentation to the doctor. He shall leave the medical form 51 with the doctor and shall ensure that the doctor completes the appropriate columns in his medical form 42, which shall, on return to duty, hand over to his supervisor. In an emergency an employee may seek medical or dental attention without first obtaining the medical form 42 but he shall, as soon as practicable inform his supervisor of the fact and the supervisor shall, after completing the appropriate columns in his medical form 42 as well as in medical form 51, forward both forms to the employee for presentation to the doctor.

Page 52

Start

Process: form

Medical

Employee Logs in and clicks the medical form

Select the add button to enter a new request

Immediate supervisor Approval action

Head of Department The following fields are displayed automatically:           

Name Number DOB Sex Marital status Title Location Department Spouse Children (4 max) Wards (2 max)

Employees dependant details are automatically displayed including Name, DOB & Sex

Approval action

Area HR Submit for approval

Optionally attach supporting document

Submits

Approval action

Director Health Services

Click Apply button to confirm

Click Next button to proceed to the review page

Submits

Submits

Saved against employee’s profile

End

End of Process

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C.1.11.

Flowchart: Salary advance

The Authority recognises the need for slary advance on certain occasions. A salary advance shall not exceed one month’s salary and shall be granted at the discretion of a Department Head to employees who have completed at least twelve months. The below flowchart illustrates the process.

Start

Process: advance

Salary

The following fields are displayed automatically:

Immediate supervisor Approval action

Employee Logs in and clicks the salary advance form

    

Name Number Hire Date Sex Basic Monthly Pay

Head of Department

Submits

Approval action

Select the add button to enter a new request

Click Apply button to confirm

Click Next button to proceed to the review page

Optionally attach supporting document

Accounts

Submits

Salary advance element attached manually by Payroll accountant for employee

End

End of Process Submit for approval

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C.1.12.

Flowchart: Special Salary advance

In the event of the death of an employee’s father, mohter, spouse or child, an employee may be granted a special advance of up to a maximum of two months basic salary repayable in twenty-four months with four months grace period, provided that non-statutory deductions from the employee’s salary do not exceed 50% of their gross basic monthly salary.

Start

Process: Special salary advance

Specify reason for advance

Supervisor

Approval action

Employee Logs in and clicks the special salary advance form

Select the add button to enter a new request

The following fields are displayed automatically:     

Name Number Hire Date Sex Basic Monthly Pay

Click Apply button to confirm

Click Next button to proceed to the review page

Head of Department

Submits

Approval action

Accounts

Submits

Approval action

Optionally attach supporting document

Area HR Manager

Submits

Approval action

Accounts Submits

Submit for approval Special Salary advance element attached manually by Payroll accountant for employee

End

End of Process

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C.1.13.

Flowchart: Advance in lieu of first salary

The following flowchart illustrates the process for submitting an advance in lieu of first salary Start

Process: Advance in lieu of first salary

Employee Logs in and clicks the advance in lieu of first salary form

Immediate supervisor

Select the add button to enter a new request

Approval action

Head of Department

The following fields are displayed automatically:     

Submit for approval

Name Number Hire Date Sex Basic Monthly Pay

Approval action

Accounts

Submits

Advance in lieu of first Salary element attached manually by Payroll accountant for employee

Specify reason for advance

Click Apply button to confirm

Submits

Click Next button to proceed to the review page

Optionally attach supporting document

End

End of Process

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C.1.14.

Flowchart: Rent advance

The following flowchart illustrates the process for submitting a rent advance.

Head of Department

Start

Process: advance

Rent

Employee Logs in and clicks the rent advance form

Approval action

Select the add button to enter a new request

Area Estate Manager

Submits

Approval action

The following fields are displayed automatically:       

Name Number Department Hire Date Sex Salary Salary step

Specify reason for advance

Director Real Estate Submit for approval

Enter monthly housing allowance

Approval action

Director HR

Accounts

Click Next button to proceed to the review page

Submits

Approval action

Enter loan amount required

Click Apply button to confirm

Submits

Optionally attach supporting document

Submits

Rent advance element attached manually by Payroll accountant for employee End

End of Process

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C.1.15.

Loan for Personal Transport

The Authority may grant loans to confirmed employees to purchase personal transportation under the following conditions: 1. Loans will be granted only to confirmed employees on certification by the Head of Departent that the employee requries personal transportation (vehicle/bicycle). 2. The maximum amount of loan granted shall be decided upon by management in consultation with the senior staff/union from time to time. 3. The loan together with interest of three percent on the annual diminishing balance shall be paid over a maximum period of ten years by equal monthly installments. 4. After a period of one year from the date of purcahse of the vehicle, the Authority may grant a loan to an employee for the payment of the insurance on the employee’s vehicle. 5. The employee granted to the loan shall execute a deed assigning the vehicle under the joint ownership of the Authority and the employee. 6. The vehicle shall not be disposed of without prior approval in writing by the Chief Executive. 7. The insured value of the vehicle should not be less than the outstanding balance of the loan. Such loan shall be recovered over a period of twelve months, and shall be additional to any salary advance that may have been received by the employee. 8. The Authority shall at the request of the employee, pay insurance on an employee’s vehicle and the amount recovered over a period of twelve months. 9. Where the car to be purchased is a used one, a certificate of valuation and engineer’s report on it should be submitted by the Authority’s vehicle workshop supervisor or a recognized Motor workshop. 10. No further loan for the purchase of a vehicle may be granted if a previous loan has been made within three years. The Chief Executive or his delegated authority may, however, approve the grant of a further loan if the Head of Department has satisfied himself that the vehicle is not roadworthly and a certificate is issued by the Mechanical Maintenance Engineer that the vehicile on which there is still an outstanding balance is no longer roadworthy nor economical to run. The fresh loan will be granted only if the outstanding balance is paid in full. An employee who has been granted a loan for the purchase of personal transportation shall: 1. Ensure that the vehicle is jointly registered in the name of the Authority and staff. 2. Insure the vehicle comprehensively at a value not less than the loan or the outstanding balance on the loan from time to time. 3. Not dispose of the vehicle without prior approval in writing by the Chief Executive.,,…

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C.1.16.

Flowchart: Loan to Purchase Means of transport The following flowchart illustrates the process for submitting a request for a loan to purchase means of transport. Start

Process: Means transport

of

The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Employee Logs in and clicks the means of transport form

Select the add button to enter a new request

Enter particulars of vehicle:  Make  Model  Cubic capacity  New/used vehicle,  Purchase price  Cost of comprehensive insurance  Name of vehicle dealer/seller  Previous loan taken  Details of previous loan repayment

Submits

Approval action

Accounts

Specify reason for advance

Click Next button to proceed to the review page

Approval action

Director HR

Submit for approval

Click Apply button to confirm

Head of Departement

Optionally attach supporting document

Submits

Means of transport element attached manually by Payroll accountant

End

End of Process

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C.1.17.

Flowchart: Vehicle insurance loan The following flowchart illustrates the process for submitting a vehicle insurance loan. Start

Process: Vehicle insurance loan

Employee Logs in and clicks the vehicle insurance loan form

Head of Departement

Select the add button to enter a new request

Approval action

Director HR The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Enters amount requesting for Submit for approval Enters registration number

Approval action

car Accounts

Specifies whether the vehicle is registered with the authority

Click Apply button to confirm

Submits

Click Next button to proceed to the review page

Submits

Vehicle insurance loan element attached manually by Payroll accountant

Optionally attach supporting document

End

End of Process

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C.1.18.

Flowchart: Vehicle repair loan The following flowchart illustrates the process for submitting a vehicle repair loan. Start

Process: repair loan

Vehicle

Employee Logs in and clicks the vehicle repair loan form

Select the add button to enter a new request

Head of Departement Approval action

Director HR The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Submits

Enters amount requesting for

Enters registration number

car

Submit for approval

Approval action

Accounts

Specifies whether the vehicle is registered with the authority

Submits

Vehicle repair loan element attached manually by Payroll accountant

End

Click Apply button to confirm

Click Next button to proceed to the review page

Optionally attach supporting document

End of Process

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C.1.19.

Flowchart: Furniture loan The following flowchart illustrates the process for submitting a furniture loan. Start

Process: loan

furniture

Employee Logs in and clicks the furniture loan form

Select the add button to enter a new request

Submit for approval The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Head of Departement Approval action

Director HR

Submits

Enters amount requesting for Specify when received

Enters items to be purchased e.g. furniture etc

Received previous furniture loan?

Approval action

Accounts

Yes

Specify when repayment was completed

Submits

Furniture loan element attached manually by Payroll accountant

No End

Click Apply button to confirm

Click Next button to proceed to the review page

Optionally attach supporting document

End of Process

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C.1.20.

Flowchart: Special Furniture loan The following flowchart illustrates the process for submitting a special furniture loan. Start

Process: Special furniture loan

Employee Logs in and clicks the furniture loan form

Head of Departement

Select the add button to enter a new request

Approval action

Submit for approval The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Director HR

Submits

Enters amount requesting for Specify when received

Enters items to be purchased e.g. furniture etc

Received previous furniture loan?

Approval action

Accounts

Yes

Specify when repayment was completed

Submits

Special Furniture loan element attached manually by Payroll accountant

No End

Click Apply button to confirm

Click Next button to proceed to the review page

Optionally attach supporting document

End of Process

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C.1.21.

Flowchart: Child education loan

The Authority shall grant a child education loan to support staff, at a rate as agreed upon between management and senior staff. Association from time to time at an interest rate of 2.5%. Start

Process: Child enducation loan

Employee Logs in and clicks the Child education loan form

Select the add button to enter a new request

Head of Departement Approval action

Director HR The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Enters amount requesting for

Submit for approval Approval action

Received previous child education loan?

Yes

No

Click Apply button to confirm

Submits

Click Next button to proceed to the review page

Specify whether payment of the previous loan completed

Optionally attach supporting document

Accounts

Submits

Child education loan element attached manually by Payroll accountant

End

End of Process

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C.1.22.

Flowchart: Self development loan

The Authority shall grant an educational loan to support and encourage staff self-development at a rate as agreed upon between management and the union from time to time at an interest rate of 2.5%. Start

Process: Self development loan

Employee Logs in and clicks the Self development loan form

Head of Departement

Select the add button to enter a new request

Approval action

Director HR The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Submit for approval

Enters amount requesting for

Approval action

Received previous self development loan?

Yes

No

Click Apply button to confirm

Submits

Click Next button to proceed to the review page

Specify whether payment of the previous loan completed

Optionally attach supporting document

Accounts

Submits

Self development loan element attached manually by Payroll accountant

End

End of Process

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C.1.23.

Flowchart: Recommendation for job evaluation The following flowchart illustrates the process for submitting a recommendation for job evaluation. Start

Process: Recommendation for job evaluation

Employee Logs in and clicks the Self development loan form

Head of Department

Select the add button to enter a new request

Approval action

Director HR

The following fields are displayed automatically:  Name  Title  Department  Grade

Submits

Submit for approval

Approval action

Branch Head

Submits

Enter grounds for appeal

Approval action

Director HR

Submits

Saved against employee’s profile End

Click Apply button to confirm

Click Next button to proceed to the review page

Optionally attach supporting document

End of Process

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C.1.24.

Flowchart: Beneficiary nomination form The following flowchart illustrates the process for submitting a recommendation for beneficiary nomination form. Start

Process: Beneficiary nomination form

Employee Logs in and clicks the Beneficiary nomination form

Head of Department

Select the add button to enter a new request Submit for approval

The following fields are displayed automatically:  Name  Title  Department  Number  Location

Following fields are additionally displayed:     

Name Address Relationship DOB Percentage

Certify that “in the event of death, the persons nominated are

to receive all the benefits as provided under article 5 of the VRA employee pension and lump sum gratuity plan, any unpaid salary, cash in lieu of outstanding leave, entitlement under the Staff Provident Fund and any other unpaid cash entitlements due to me, and direct that the said amount shall be paid to the person/distributed to the persons in the proportions stated”

Click Next button to proceed to the review page

For each nominee specify percentage

Enter total percentage (100%)

Approval action

Submits

HR (industrial relations

Optionally attach supporting document

Click Apply button to confirm

Saved against employee’s profile

End

End of Process

Page 67

C.1.25.

Flowchart: Medical expense claim form The following flowchart illustrates the process for submitting a recommendation for medical expense claim form. Start

Process: Medical expense claim form

Employee Logs in and clicks the Medical expense claim form

Supervisor Select the add button to enter a new request

Approval action

Submit for approval The following fields are displayed automatically:  Name  Title  Department  Number  Location

Certifies that this is a true and correct statement of expenditure incurred.

Click Next button to proceed to the review page

Submits

Enters item/ description of expense

HOD

Approval action

Enters amount

Enters reason for expense item incurred

Optionally attach supporting document

Accounts

Submits

Saved against employee’s profile Click Apply button to confirm

End

End of Process

Page 68

C.1.26.

Flowchart: Expense account and allowance claim The following flowchart illustrates the process for submitting a recommendation for expense account and allowance claim. Start

Process: Expense account and allowance claim form

Employee Logs in and clicks the Expense account and allowance claim form

Supervisor Select the add button to enter a new request

Approval action

Submit for approval The following fields are displayed automatically:  Name  Title  Department  Number  Location

Certifies that this is a true and correct statement of expenditure incurred and/or mileages travelled on official duty

Click Next button to proceed to the review page

Enters description/ items of expense allowances

Submits

HOD/Branch head Approval action

System automatically calculates rates based on grade/standard rates and total

Enters reason for expense item incurred

Submits

Accounts

Optionally attach supporting document

Click Apply button to confirm

Saved against employee’s profile End

End of Process

Page 69

C.1.27.

Flowchart: Duty allowance The following flowchart illustrates the process for submitting a Duty Allowance request by an employee.

HOD

Start

Process: Duty Allowance request

Employee logs in and clicks the Duty Appointment link

Approval action

HR Enters the additional duties to be performed

Enter the from date

The following fields are displayed automatically:     

Submit s

Approval action

Name Title Number Location Position

effective

Accounts Enter the effective to date

Enter the name/id of the person taking over from

Submit s

Duty allowance element added manually Optionally attach supporting document

End Submit for approval

End of Process

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C.1.28.

Flowchart: Acting allowance request The following flowchart illustrates the process for submitting an acting allowance request by an employee

HOD

Start

Process: Acting Allowance request

Employee logs in and clicks the Acting Appointment link

Approval action

HR

The following fields are displayed automatically: Selects name/id of person acting

the the

    

Approval action

Name Title Number Location Position Accounts

Enter the from date

Submit s

effective

Submit s

Acting allowance element added manually Enter the effective to date

Optionally attach supporting document Submit for approval

End End of Process

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C.1.29.

Flowchart: Overtime authorization hours request The following flowchart illustrates the process for submitting a Overtime authorization hours request.

Supervisor

Start

Process: Overtime authorization request

Approval action

Employee logs in and clicks the Overtime Authorizing Appointment link.

ADMIN (Secretary of the department) The following fields are displayed automatically: Upload the excel file containing the information of Overtime.

   

Head Department

of

Name pay period Location Department

Approval action

20 hours exceeded

Yes

Enter the from date

Head Branch

effective

No

of

Approval action Enter the effective to date C.1.30.

Attach the supporting document.

Flowchart: Overtime actual hours request

End

End of Process Submit for approval

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The following flowchart illustrates the process for submitting a Overtime actual hours worked.

ADMIN (Secretary of the department)

Start

Process: Overtime actual hours request

Upload the excel file containing the information of Overtime.

Enter the from date

Employee logs in and clicks the Overtime Actual Appointment link.

Head of Department

The following fields are displayed automatically:    

Name pay period Location Department

Approval action Head Branch

of

Approval action

effective

Payroll Accounts

Enter the effective to date

Approval action

Overtime elements attached using Batch Element Entry and paid to employee

Submits

End

End of Process

Attach the supporting document. Submit for approval

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C.1.31.

Flowchart: Renewal of Professional Registration Fees The following flowchart illustrates the process for submitting a renewal of professional registration fees. Only one professional registration per employee per year is permitted.

Supervisor

Start

Process: Renewal of professional registration fees

Enter professional body for renewal

Indicate whether this request is to be paid by VRA (Checkbox)

Enter date

effective

start

Employee logs in and clicks the Renewal of professional registration fees link.

Approval action

HOD

The following fields are displayed automatically:     

Enter date

Name Title Staff ID Location Department

effective

end

Approval action Director HR

Approval action Branch head (only for certain amounts

Submits

Payroll Accounts End

End of Process Attach the supporting document. Submit for approval

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C.1.32.

Flowchart: Employee on Trek The following flowchart illustrates the process for submitting a Employee on Trek request.

Supervisor

Start

Process: on Trek

Employee

HOD

Approval action Submits

The following fields are displayed automatically:

Enter From Date and enter to date

Enter location

Employee logs in and clicks the Employee on Trek link.

destination/

Indicate whether travel is Local/Overseas

Days is automatically calculated by the system

     

Name Title Staff ID Grade Location Department

Approval action Area Estate Manager

Submits

Enter Purpose of trip End

End of Process

Indicate (Check) Accomodation & Meals

Attach the supporting document.

Submit for approval

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C.1.33.

Ownership

The HR department and the Director, Human Resources is responsible for the requests (and their respective rules and procedures) made available to employees in self service.

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D. Absence Management D.1.

Daily Absence Management Processes

Process:

Business Area:

Daily Absence Management Processes Control Number: D.1

HR Absence Management Design

VESL HR Consultants

Librarian:

Priority (H, M, L):

Project Library

High

Date:

01 July 2009 Process Owner: HR Department Core? (Y/N)

Yes

The Absence Management process covers the leave policies of VRA. Employees take paid or unpaid time off for a variety of reasons, such as illness, injury, vacation, medical appointments, childbirth, death of a close relative etc. Maintaining information on employee absences for reporting and analysis is an important aspect of human resource management. Many organizations permit employees to accrue hours or days of paid time off (PTO) as working time, to use for sick or vacation leave. In such enterprises, setting up and maintaining PTO plans is another part of absence management. The Following sections outlines the leave policy for VRA: D.1.1. Handing-over D.1.2. Vacation Leave D.1.3. Accumulation of Vacation Leave D.1.4. Compassionate/Casual Leave D.1.5. National Special Service D.1.6. Jury Service D.1.7. Special Leave without Pay D.1.8. Maternity Leave D.1.9. Sick Leave D.1.10. Leave without Pay

D.1.1.

Handing-over

Employees who are proceeding on leave, transfer or on promotion to another position, are required to hand over in a proper manner, their duties together with any documents etc to the employees who are to take over

D.1.2.

Vaction Leave

Leave is granted at the convenience of the Authority, an employee may be recalled from leave to perform urgent duties. 1. Vacation leave shall be granted to new employees only after twelve months service; proportionate leave for the first calendar year and full leave for the second calender shall be taken together; thereafter, leave shall be taken within the leave year in accordance with the department leave roster. Employees shall take their full leave each calender year.

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2. In the event of a statutory public holiday accruing within employees vacation, they shall be granted an additional day’s time off with pay. 3. Employees on a full attachment course shall be granted their annual leave on the completion of their training. 4. Where employees attend a full time institution, with scheduled vacation for a period exceeding six weeks, they shall not be granted vacation leave for the period of training. 5. An employee shall be granted two days travelling time, irrespective of the distance when proceeding on his annual leave. D.1.3.

Accumulation of Vacation Leave

Accumulation of vacation leave shall generally not be allowed. In rare cases the Chief Executive may approve on the recommendation of a department head and endorsement of the branch head, that an employee may defer vacation leave over a maximum of two years. Such leave would be taken together at the convenience of the Authority.

D.1.4.

Compassionate/Casual Leave

An employee may be granted special leave of absence with pay for a period up to ten working days in one year in the event of the death or critical illness of an immediate relation such as spouse, husband, father, mother and child or on the production of a medical certificate or convincing evidence that such immediate relation is critically ill. Compassionate leave granted to an employee should not be deducted from the employees annual leave.

D.1.5.

Special National Service

Provided that the interests of the Authority shall not be adversely affected: 1. An employee may be granted leave of absence with pay to service on matters of national importance such as representation of Ghana in approved internationl sports, conferences. 2. Employees may be seconded at their request, to an agency as may be approved by the Authority for a period not exceeding two years. During the period of secondment, the employees renumeration, allowance and pension benefits shall be chargeable to that organization. The employee’s seniority shall in the circumstances be retained for one year. On his return, however, he may be offered a suitable position. 3. For government appointment, the period of secondment shall be four years in the first instance. D.1.6.

Jury Service

An employee summoned for Jury Service shall be granted leave of absence with pay.

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D.1.7.

Special Leave without Pay

Employees may be granted special leave without pay for reasons other than D.1.8. D.1.8. 1.

Maternity Leave

A female employee on becoming pregnant shall on the strengh of a medical certificate, be granted maternity leave under the following conditions: (i) (ii)

Eight weeks before and after confinement or an aggregate of sixteen weeks. During the period of maternity leave, the employee shall be paid salary in accordance with rules applicable.

(iii)

Any accrued vacation leave in addition to (a) above.

2. On resumption of duty, the nursing mother shall close at 12:30 pm each day for the nursing of her child until the child is nine months old. (i)

After nine months, a nursing mother shall be entitled to interrupt her work for one hour to nurseher child until her child is twelve months old.

3.

No female employees shall be dismissed (ii)

Solely on the grounds that she is pregnant

(iii)

On any grounds whatsoever during the period of maternity leave specified above

D.1.9.

Sick Leave

Sick leave shall be granted in accordance with the Authority’s sick leave plan and only on the production of a medical certificate from a medical officer of the Authority or from a registered medical or dental officer approved by the Director, Healthe Services. D.1.10. 1.

Employees with not less than three years service with the Authority may be granted leave for a period not exceeding three years i.e. two years ordinary and three years – educational to enable him: (i) (ii)

2.

Leave without Pay

Undergo a course of study locally or overseas in cases where an employees is not sponsored by the Authority, but he decides and arranges to undergo a course of his own. Take up a public or international job

A married employee with not less than three years service may be granted leave of absence without pay for a period not exceeding two years to join the spouse who is overseas either on business or on training or on attachment course.

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3.

Such leave of absence may be granted at the discretion of management and would be dependent upon the exigencies of the service. A minimum interval of five years must, however elapse before an employee.

4.

An employee on such leave of absence without pay shall have no rights reserved, and shall not be entitled to leave, seniority, retirement and or other benefits in respect of such absence; that is to say, such period of absence will not count as service with the Authority.

D.1.11.

Absence Management in Oracle HRMS

Using SSHR, employees can enter their own absence requests. Managers can also enter absence records on behalf of their employees and view their subordinates absence history.

Leave of absence for Directors For Directors, as they are higher up in the corporate hierarchy, the chain of approval for leave of absence will follow their individual supervisor hierarchy. The process illustrated in D.1.12 below is therefore applicable to Directors, with the exception of the approval hierarchy.

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D.1.12.

Flowchart: Leave of Absence (Employees, except directors)

The following flowchart illustrates the process for employees requesting for a leave of absence i.e. Vacation, compassionate/casual, special national service, jury service. Leave without pay requires approval from branch head after director of HR, who then reverts back to the director HR. The employee receives a final notification of his/her leave. Immediate Start

Process: Leave of Absence (Employees)

Confirm “Planned” leave or new request Select create absence

Employee Logs in and clicks the Leave of Absence link

Select the type of leave e.g. Annual

Fresh request

Confirm “Planned” 'leave

Scroll down and locate the “planned” leave

supervisor

Approval action

Head of Department

Submits

Approval action

Planned

Confirmed or Planned request?

Confirmed

Click Confirm button

Area HR

Submits

Approval action

Enter the start date of the leave

Select the type of leave e.g. Vacation

Submits

Leave balance updated

Enter the End date of the leave

Click the calculate duration button calcuate the total number of dates

Director HR

Submit for approval

to

Optionally attach supporting document

Saved against employee’s profile End

End of Process

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D.1.13.

Flowchart: Leave of Absence (Managers)

The following flowchart illustrates the process for managers requesting for a leave of absence i.e. Maternity and sick leave on behalf of subordinate employees who are unable to do so due to the nature of the leave. Leave without pay requires approval from branch head after director of HR, who then reverts back to the director HR. The employee receives a final notification of his/her leave. Start

Process: Leave of Absence (Managers)

Manager Logs in and clicks the Leave of Absence link

Confirm “Planned” leave or new request Select create absence

Fresh request

Confirm “Planned” 'leave

Scroll down and locate the “planned” leave

Immediate supervisor Approval action

Head of Department

Submits

Approval action

Select employee

Select the type of leave e.g. Annual

Confirmed or Planned request? Planned

Click Confirm button

Area HR

Submits

Confirmed Approval action

Select the type of leave e.g. Maternity

Enter the start date of the leave

Director HR

Submits

Leave balance updated Click the calculate duration button to calcuate the total number of dates

Enter the End date of the leave Submit for approval Optionally attach supporting document

Saved against employee’s profile End

End of Process

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D.1.14.

Ownership

Employees and managers are the initiators of the absence management processes using their indivdual Self Service portals. Immediate supervisors and department managers have the role of approval for the leave applications. Ultimately, the HR department is responsible for maintaining leave details.

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E. Provident Fund and Pension, Payroll, and Retropay Management E.1.

Monthly PF & Payroll Processes

Process:

Business Area:

Monthly PF & Payroll Processes

Payroll – Compensation and benefits

Control Number: E.1

Design

Date: VRA:

VESL HR Consultants

Librarian:

Priority (H, M, L):

Project Library

High

07 September 2009 Process Owner: HR Department Core? (Y/N)

Yes

These section cover the monthly Provident Fund and Pension and Payroll processes. The PF process can be summarized in the following five phases: 1. Application process 2. Scheme structures and Contributions 3. Payments 4. Interest 5. Separations

E.1.1.

PF Application Process

A permanent employee should attain a six (6) months probationary period from the date of engagement before being eligible to join the provident fund (PF) scheme. To become a member, an employee must duly complete a PF membership subscription form for approval which must go through the following hierarchy as illustrated on flowchart E.1.2 on the following page. The final approved membership form is submitted to the Provident Fund & Pensions Secretariat to assign PF element. Sometimes delays are encountered in approval process. This may result in Provident Fund (A & B – C & D) Arrears. PF compute the PF arrears of employee manually key into the HRMS.

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E.1.2.

PF Membership subscription form

The following flowchart illustrates the process for staff subscribing to the PF membership scheme. Immediate supervisor

Start

Process: Subscribion to PFPS Scheme

Employee Logs in and clicks the PFPS scheme form

Approval action

Head of Department The following fields are displayed automatically:      

Submits

Approval action

Name DOB Date of joining scheme Title Number Monthly basic pay

HR

Submits

Approval action

PFPSPS/ Accounts

Accepts acknowledgement of right of VRA to make staff provident fund deductions from salary

Submits

PFPS element attached by Payroll accountant for employee

Optionally attach supporting document Submit for approval

End

End of Process

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E.1.3.

Scheme structures and Contributions

PF is made up of two schemes. These are: 1. A-B is Provident Fund 1: A is Employee’s contribution and B is the Employer’s contribution. 2. C-D is Provident Fund 2: C is the Employee’s contribution and D is the Employer’s contribution. For both schemes, employees make a monthly contribution of 5% of their basic salary and the authority contributes 10%. The formula is as stated below: Provident Fund 1 : (A-B) schemes use the following rates: 

Employee Provident (A) Contribution = (Basic Arrears + Basic Salary) * 5%



Employer Provident (B) Contribution = (Basic Arrears + Basic Salary) * 10%

Both Provident Fund 2: (C-D) schemes use the following rates: 

Employee Provident (C) Contribution = (Basic Arrears + Basic Salary) * 5%



Employer Provident (D) Contribution = (Basic Arrears + Basic Salary) * 10%

E.1.4.

Payments

An agreed percentage of A-B is paid every two years in September to qualified members. Members who are less than three years in the service of the Authority are excluded from the agreed percentage payment. This process is run separately from the payroll. The Payroll Run UK process is executed from the Submit Request window for that pay period with parameters that must include the element set defined for the PF (i.e. Provident Fund-1 Payment). For example to process the PF elements for all the General staff in the system for current pay period (Navigate to Menu option View >Request >Submit a New Request>Single Request>(B)Ok choose Name as Payroll Run UK) the Payroll Run UK process must have the following parameters supplied to it:     

Payroll: VRA General Monthly Consolidation Set : VRA Business Group Pay Period: August 2009 (31-AUG-2009) Element Set: Provident Fund Payment Run Type: Regular

A global value “PF_YES_NO” (PF Computation Flag) shall be defined in the system based on which the PF Payment element shall be attached to the employees automatically once the payroll is run. C-D is Provident Fund 2 and C-D is only paid on Separation of an employee.

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E.1.5.

Interest sharing

The PF interest shall be computed based on the following formula: PF contributions are invested in risk-free portfolios. Interests arising out of these investments are shared according to the following formula: PF Interest A = (Employee_A_Balance) * (Total_A_Interest)/ (Total_Employees_A_Balance) PF Interest B = (Employer_B_Balance) * (Total_B_Interest)/ (Total_Employers_B_Balance) Note: In this case Employee means both Active as well as Separated staff

PF Interest C = (Employee_C_Balance) * (Total_C_Interest)/ (Total_Employees_C_Balance) PF Interest D = (Employer_D_Balance) * (Total_D_Interest)/ (Total_Employers_D_Balance) Note: In this case Employee means both Active as well as Separated staff The Employee_Balance shall be taken from the element balance defined in the system (Active and separated) and the Total_Employees_Balance and Total_Employers_Balance shall be obtained by running the report for PF Contribution and Leavers Payroll Report of outstanding PF contribution balances. These values shall be picked from the reports. Any time the need arises for the sharing of PF interest to active as well as separated staff the updated values for the two global values namely Total_Employees_Balance and Total_Employers_Balance are updated by date tracking to the respective date whenever the change in balances is required. E.1.6.

Separation

Withdrawals are made by employees when they separate from VRA. This could be in the form of resignation, retirement, deceased, summary dismissal etc. Employees before separation will initiate a clearance certificate which are illustrated on flowchart H.1.29. 30% retention is retained by the PF on all Ex-employees housed by VRA. This retained amount will only be released if the ex-employee vacates the premises. Interest should be shared to both active and separated staff on the basis of their Balances (A & B and C & D) at a particular point in time (Formula has been given to the Consultant). A provision should be made for online sharing of interest to both active and separated staff at any point in time in the future. The consultant can be called for assistance when the online sharing of interest is about to commence. Meanwhile any shared interest outside the system, before the commencement of online sharing, would be imported into the Oracle HRMS via the Oracle Web Application Data Interchange (ADI).

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E.1.7.

Issues to be addressed (as per scoping)

The consultants have noted the following issues the operation of the PF processes is beset with.These require e addressing during the upgrade project. 1. PF reconciliation issues The issue with reconciliation of PF appears to be in the PF employer contribution. The Grand Total amount does not tally due to following reasons: (i) When an employee changes grade or changes category (i.e. Junior to senior) then the employee contributions are automatically attached. However, employer contribution is not automatically attached. (ii) Rounding up to 2 decimals causes the PF monthly report to give a difference in the Total amount for all employees. (iii) Due to changes in the cost center or grade, some PF elements are end dated. (iv) General Ledger (GL) reports information does not tally with PF Reports. VESL consultants to look at this issue in detail. 2. Balance adjustments (i) If there are some adjustments that are required such as final settlement or part payments, then these should be paid through the payroll and the balances for those employees reset to zero. (ii) To handle adjustments it’s recommended that an element is created that includes a field to capture the reason for PF adjustment. (iii) Clearing the balances of PF for ex-employees. (iv) How to achieve clearance of the balance after an employee has been separated? As payment is not done in one go. 3. Excessive number of elements (i) Currently the system has an excessive number of elements – totaling fifty six – in use for PF computation (40 for A & B and 16 for C & D). This results in a payroll run process that is relatively slow. Therefore, it is recommended that unnecessary elements are end dated. To promote efficiency, the recommended list of elements can be reduced as follows: i. ii. iii. iv. v. vi.

PF Monthly Contribution Withdrawal/Payments Arrears Interest Adjustments (with reason as a field defined in the element). PF Late Admission

(ii) It was observed that the last full year of computed interest for PF was in 2003 due to problems noted above. The computation and crediting of interest for 2002 and 2003 was done manually. The consultant agreed to make a provision on the HRMS system for the sharing of interest for future years. However, for 2004 to 2006 PF interestd he agreed to import data from excel into the HRMS using the data loader for automatic crediting of the interest to members balances.

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(iii) The consultant agreed to configure the HRMS system to allow computation of interest sharing for all employees. (iv) It was observed that the payroll department has been going through cumbersome exercises of entering the employee details using Batch Element Entry. To overcome this manual entry of data it was recommended by VESL to use the data loader software that will help the user in exporting the data from excel to HRMS System. This will avoid all data entry errors that are occurring. (v) Salaries are paid outside the HRMS System and PF are also deducted in the similar manner. For the benefit transparency and audit, it’s recommended that this practice is ended. (vi) It has been noted that beneficiary and clearance certificate form must be accessible online such that the form may go through the approval process. Refer to the relevant section for details. (vii) Employee should be able to change his/her beneficiaries at any time online on the Beneficiary

Nomination Form. 4. Reporting requirements

1. An individual statement for PF (A-B, C-D) report was provided as a sample. VRA PF (A&B) Statement Sample- Internal Distribution ONLY 2. It was noted that the interface report information does not tally with PF HRMS Report. 3. The following forms were provided to the consultants: a. b. c. d.

Provident Fund (A & B) Contributions- Current & Cumulative Monthly Report. Employee Detail Statement on Provident Fund (1) Interest Income Yearly Report. V.R.A STAFF PROVIDENT FUND SCHEME WRITTEN OPINION PAPER Written Opinion Paper Template for Calculation of PF Report.

4. The consultant was requested to make a provision for Staff Movement Report to identify the difference in contribution for previous month and current month (Movements such as Salary Increment, Separation, Arrears, and Total Number of employees). 5. Unattached elements It was noted that employee contribution elements are attached to all the employees automatically in every pay period. However, a point of concern was that employer contribution is not automatically attached in every pay period this results in difference in the report for the total.

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E.1.8.

Flow chart for Pension Fund Processes

Start

Process: Pension Fund

Every Bi-Annually to view the current total amount balances for employee and employer the report for PFPS Contribution is run.

The total Employee Interest Amount and the Total Employer Interest Amount is defined as Global Values i.e. Total_A_Interest, Total_B_Interest and updated as and when need arises.

Save Fast Formula

Define the Fast Formula: PFPS Interest A = (Employee_A_Balance) * (Total_A_Interest)/ (Total_Employees_Balance) PFPS Interest B = (Employer_B_Balance) * (Total_B_Interest)/(Total_Employers_Balance) Note: In this case Employee means both Active as well as Seperated staff

Save Global Values

Define the element Formula Result

The Parameter for Payroll Run UK process are, for example: Payroll: VRA General Monthly Consolidation Set : VRA Business Group Pay Period: August 2009 (31-AUG-2009) Element Set: Provident Fund Payment Run Type: Regular

The total amount balance is then defined as Global Values i.e. Total_Employees_Balance, Total_Employer_Balance and updated as and when need arises. A flag is also defined as PFPS_YES_NO.

In order to process the PFPS run the the PFPS Flag defined in the global value must be as “Yes” Payroll Run UK process through the Submit Request window.

Save Formula Result

PFPS_YES_NO= Yes?

Yes Element PFPS Employee Payment 2009 automatically gets attached to the employee after the payroll run

E.1.9.

No

PFPS Employee Payment 2009 and Interest amount does not get computed automatically. End

End of Process

PrePayment for Pension Fund & Payroll Processes

Oracle Payroll enables you to define any number of payment methods, and you can distribute employee pay over more than one method using either a percentage or monetary split. The post payroll process called “PrePayments” enables the payment for the Pension Fund to be distributed to the respective employee based on the payment method attahced. PF Register Report is run and finally the Payment to the Bank Process is run for the reports to be printed for the bank transfer amount.

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E.1.10.

Flow chart for PrePayment process for Pension Fund & Payroll Processes

Start

Process: PF PrePayment

The post payroll process called “PrePayments” is run through the Submit Request window this enables the payment for the Pension Fund to be distributed to the respective employee based on the payment methods attahced.

PF Register Report is run through the Submit Request window.

Payment to the Bank report is run through the Submit Request Window for the reports to be printed for the bank transfer amount.

End

End of Process

E.1.8.

Leavers Payroll Process

The Leavers Payroll must possess the following capabilities or functionalities to perform the under mentioned functions: 1. Be able to maintain data (assignments, elements, balances etc) on all categories of separated staff (i.e. Leave of absence, Resignations, retirements etc). This will be relevant for reporting purposes 2. All such data on separated staff be automatically transferred unto the Leavers Payroll immediately the staff separates from the Authority. The categories of separated staff that have to be moved to the Leavers Payroll are: i. Compulsory Retirement ii. Deceased iii. Dismissal iv. Early Retirement v. End of Contract Appointment vi. Gross misconduct vii. Health viii. Leave without pay ix. Redundancy x. Resignation xi. Termination xii. Transfer to Subsidiary xiii. Vacation of post

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xiv. xv.

Voluntary Retirement Withholding of salary

a. On resumption to duty (after separation) all relevant HR and payroll data of the affected staff be automatically transferred into the Active Staff System Environment. For staff who have retired and are re-hired, the transfer to the Active Staff System environment has to be carried out manually. b. The system should be able to capture the net payment to be made to the separated staff c. When actual PF payment is made to staff via receipt of a cheque, the system design should be such that by click of a button the staff PF balances, all indebtedness balances, car loans, are accordingly reduced indicating amount to be recovered from staff, if any. The category of indebtedness which are not on the Oracle HRMS are to be manually keyed in via an element and validated before the payments and reduction of indebtedness are effected. The category of indebtedness not on the Oracle HRMS are: i. Authority’s Property ii. Authority’s Premises vacated on (Retention) iii. Stores iv. Working Advance v. Library vi. Salary in lieu of notice vii. Accountable imprest viii. Bank Loan ix. School Fees x. Overpayment/Underpayment of salary/Wage xi. Unearned/Earned Leave A payroll called Leavers Payroll will be defined in the system to manage all the VRA seperated staff. A payment method shall be created for the payment to be made for the leavers payroll. Every month employees who are separated from the VRA, be it General and/or Management will be assigned to Leavers Payroll. All those attached to the Leavers Payroll shall be attached with their indebtedness balances (such as employee loans, advances, etc) and all the balances for the PF Elements shall be entered. The employee’s indebtedness shall be deducted from his/her PF amount. This payroll will be processed when ever the PF Balance are issued to leavers.

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E.1.9.

Flow chart for Leavers Payroll Processes

Start

Process: Leavers Payroll

Save the assignment

Define a Payment Method

Define the Payroll and attache the valid payment method for this payroll.

Whenever the employee is separated from the VRA he or she must be assigned to the Leavers Payroll Navigate to (N)Enter & Maintain>Enter the employee Id>(B)Assignment window E.g. change the Payroll from “VRA General Monthly” to “Leavers Payroll” and Status to “No Pay Assignment”

All the employee balances for loans and advances and the balances for the PFPS Elements shall be attached to the employee. Also other elements shall be attached such as Library due, Hospital due etc.

Save the element entries

The Leavers payroll shall be processed and the employee’s indebtedness shall be deducted from employee’s PFPS balance amount. End

End of Process Update or Correction? Select update E.1.10.

Pre Payroll Processes

In order to allocate Earnings & Deductions to the employees one has to create the elements and their corresponding Links based on their eligibility criteria. For example “PF Employee Payment 2009” is one such earning element that has been defined into the system for allocating Pension Fund to employees mannually. In order to create this element one has to navigate to: Compensation & Benefits> Element Description> Define the element(s) and for the Links navigate to: Compensation & Benefits> Link. In order to compute the pension fund Interest for each employee depending on his/her required balance a formula is defined in the system navigate to: Compensation & Benefits> Write Formulas. The defined formula can be updated as and when required. The formula has been defined in the system now it must be assigned a value based on the formula logic that enables the system to compute the output for the element “PF Employee Payment

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2009” this is done through defining the formula results for the same element navigate to: Compensation & Benefits> Formula Results. The element can be attached to the employees manually or in Batch using the Batch Element Entry window. In order to access the system manually navigate to: People >Enter & Maintain>Enter the Employee Number>(B)Find>(B)Assignment > (B)Entries and select the element to be attached. Alterantively a batch can be defined to assign the same element to more than one employee by navigating to Mass Info. eXchange:MIX> Batch Element Entry > Name: PF Employee Interest AUG_2009 Save the batch and click on Element Lines button and select the element that is required to be attached to the group/batch of employees/assignments which can be loaded into the system by means of a dataloader.

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E.1.11.

Flow chart for Pre Payroll Processes Start

Process: Pre-Payroll

HRMS Super user Logs in and clicks the Element Description

Date Track to the date you want to define the element on.

The following fields are mandatory:  Name  Primary Classification  Priority  Currency Output

Specify Element Type Recurring or Nonrecurring

Select Element Termination rule: o Actual Termination o Final close o Last Standard Process

Check the check box for Process in Run. Attache the Skip rule as ONCE_EACH_PERIOD

Save the defined Element Define a Link: Check the Link To All Payroll check box Save the defined Link

Define the Fast Formula

Save the defined Fast Formula

Define the Batch using the Batch Element Entry window

Save the defined Batch

Click on the Element Lines button and select the element to be attached.

Select the assignment number in the assignment column and enter the amount in the Pay Value column

Save the defined Batch Lines End

End of Process

Define the element Formula Result

Save the defined Formula Result

Check the Process in Run check box.

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E.1.12.

RetroPay By Element Process

RetroPay stands for some old Payment due for the employee.There are two things which lead to arrears these are:  Incorrect Element Entry Value: Sometimes we realise after some time that the element entry entered and processed in the past is not correct. 

Back Dated Salary Increments: The union agreement or the Higher Management decides to revise salary effective from a date in the past.

Retroactive payroll processing involves making payments or taking deductions in the present payroll period that are made or taken in past periods. The RetroPay by Element process is an enhancement for calculating a breakdown of retroactive payments by element. The primary benefit of this enhancement is recording the payment associated with the elements and time periods from which they were earned. The RetroPay by Element process creates nonrecurring elements in the current payroll period with entries of the amount of the retroactive payments or deductions. These retroactive elements are processed in the current period payroll run. Enter retroactive changes using DateTrack Create an element set including the elements for retroactive processing (i.e. Company Overtime). The element set type is Run set (Note: look at the run results of the element you want to use in retro. Add the base element to the element entries in a current payroll process and run the payroll. Look at the runs results and see where the run results exist – what element). This is the element you want to include in your element set. Normally, it will just be your base element (i.e. Company Overtime). Create assignment set including the assignments that should be included in the retro comparison. The process, RetroPay By Element, is submitted as a Single Request by navigating to the Submit Processes and Reports screen. The parameters for this process are: Assignment Set (Mandatory) - An option for creating an Assignment Set is to use the core process called RetroNotifications Report. Element Set (Mandatory) - This restricts the process either by including or excluding some elements in the set. Start Date (Mandatory) - User defined. End date (Mandatory and defaulted to date track date) - Recommended that this date be at least one day into the payroll period in which you want the retroactive elements to be processed. Important Note: For pay periods where the check date falls into the next payroll period, you will need to enter a date in this parameter that is at least one day after the previous pay period's check date. For each of the elements showing a difference between new and original entries, the process creates, in the current payroll period, a nonrecurring retroactive element with one or more element entries holding the identified differences. RetroPay by Element is a sequenced process. This means that it can be rolled back if necessary but in the proper order. For example, if the elements produced by a RetroPay by Element process are processed in a payroll run, the RetroPay by Element process cannot be rolled back unless the payroll run has been rolled back. This is essential for preservation of the integrity of payroll balances.

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E.1.13.

Flow chart for RetroPay By Element Process Start

Process: Retro Pay

HRMS Super user Logs in and clicks on Enter & Maintain link.

Enter the retroactive changes for the employee using date track.

Navigate to Payroll> Element Set and define an element set (for example Retropay_Set_General) including the elements for retroactive processing.The element set type should be Run set.

Save the Element Set

Navigate to Payroll>Assignment Set. Give the name and Payroll to the assignment set click on amendment button to include the employee that should be given Arrears.

Save the Assignment Set and click on Generate

To run the RetroPay By Element process Navigate to Menu option View >Request >Submit a new Request>Single request>Ok type name as RetroPay By Element.

Enter the following parameters for RetroPay By Element process: Assignment Set = GENERAL  Element Set= Retropay_Set_General  Start date= This is the date from which we want to compute the difference  End date= A date in the latest Pay Period. The retro entries get created in this period.

Submit the request and keep clicking the refresh button until the Phase displays Completed.

Navigate to the element entries window and you will see the element(s) are attached to the employee. Note:Elements showing a difference between new and original entries, the process creates, in the current payroll period, a nonrecurring retroactive element with one or more element entries holding the identified differences

End

End of Process

Note: Recommended that end date be at least one day into the payroll period in which you want the retroactive elements to be processed.

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E.1.14.

Capturing of data from various locations The data entry from various locations such as Akuse, Akosombo, Aboadze, etc shall be done by the use of Oracle ADI or dataloader. For this the user will log in to the system and select the required responsibility.Using the Batch Elemenet Entry screen the data will be loaded into the system. Once this is done the data will be verified and the batch will be validated and transfered by the paymaster.

E.1.15.

Flow chart for data capturing from various VRA sites Start

Process: Data capturing from different locations

HRMS user Logs in from Akosombo and navigates to Mass Info. eXchange:MIX and clicks on Batch Element Entry.

HRMS user Logs in from Akuse or any other location and navigates to Mass Info. eXchange:MIX and clicks on Batch Element Entry.

Date Track to the date when the Batch header needs to be defined.

Save the Batch header

Using ADI/dataloader the data will be loaded in to the Batch lines for the required element.

Save the defined Batch Lines E.1.16.

The batch lines are then validated and transfered.

End

End

Reviewing of elements that are in use

Page 98

All the elements shall be revised for improvement and efficiency where by any adhoc runs for the element set can be processed and the required reports such as pay register, payslip, etc should have information about the element set run into a separate report.

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E.1.17.

Ownership

The Accounts department in liasion HR are responsible for Payroll, PF and Arrrears.

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F. Performance Management F.1.

Periodic / Annually Performance Management Processes

Process:

Business Area:

Date:

Periodic / annually performance management processes

HR Performance Management

Control Number: C.1

Design

VESL HR Consultants

Process Owner: HR Department

Librarian:

Priority (H, M, L):

Core? (Y/N)

Project Library

High

F.1.1.

10 August 2009 VRA:

Yes

Employee Progression:

In all positions employees shall have the opportunity to progress to higher grades as detailed in the brochures of job progression. Actual progression shall be based on merit and in accordance with the specification of the new job. Progress Review and Employee Counselling Interview Report on employees shall be submitted on completion of their probationary period and thereafter once a year on their incremental date. Employees may earn increment on the basis of their performance on the job. Any employee who reach the maximum of the salary scale attached to their job positions shall receive no further increment unless promoted to higher rated positions. There are four factors which contribute to salary increases operated by the Authority: 1. Annual increments (based on performance) 2. Global/general salary review (Due to inflation) 3. Job re-evaluation 4. Bonus (one off) Salary increase on promotion – All promotions shall result in an increase in an employee’s salary. The amount of increase shall not be more than three increments on their present scale. Effective date of promotion – The effective date of promotion of an employee shall, unless otherwise directed, be the date on which the promotion is approved.

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F.1.2.

Current appraisal environment

It has been acknowledged that the current system lends itself to subjective interpretation and not aligned to corporate objectives which is manually administered. Currently there is an April and October grouping for appraisal purposes. The new structure will dissolve these into one. The system is currently being revamped and will be implemented by January 2010 electonically. The following lists the current cycle of appraisals: 1. There will be a corporate and business plan to be approved by November. 2. End of November, beginning of December Objective setting will take place. 3. Corporate and departmental objectives will be entered/provided to managers by HR in association with planning department that will be extracted from corporate plan (no 1.). 4. Min of 3 and max of 5 objectives will be set by staff. 5. 1st Quarter (March) review – each supervisor required to hold performance review sessions with his subordaintes and review performance. 6. 2nd Quarter (June) review – each supervisor required to hold performance review sessions with his subordinates and review performance targets where necessary. 7. 3rd Quarter (Sept) review – each supervisor required to hold performance review sessions with his subordinates and review performance targets where necessary. 8. 4th Quarter – scoring will take place that will impact rewards. There are inflation-based across the board increments and there is performance-based rewards.

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F.1.3.

Modeling Performance Management processes in Oracle HCM

Performance management processes aims at the following:  

Consistent identification and measurement of knowledge, skills and behaviour displayed by the employees across the enterprise. Alignment of departmental activities with business goals

As highlighted in section B, the first step of the performance management process is to design a “competence based” organizational structure. It represents the target competence profile of the workforce for VRA. Using a structured approach to competence management, Managers can measure and assess the competences across the enterprise in a consistent and flexible manner. Performance evaluation is the measurement of current workforce competence profile by appraisals. The comparison of the current and targeted workforce competences reveals the gap of workforce competence. HR should make immediate action plans to close the gap. At the end of the Performance Analysis, Department Heads and HR finds answers to many complex questions:     

Who has the required skills and competences for the job? How does a person’s skills and competences compare with the skills and competences needed for the job? What are the training requirements of employees in order to close competence gaps? How much does the company spend per head on training, and how does this relate to improved performance? Has the gap between required competences and skill narrowed for reviewed employees, and has the change affected revenue?

Since the competence based approach is central to the entire performance management structure, VRA core values can be defined as “Core” competencies. These are the competencies required of all employees within the organisation and are therefore applicable to all employees irrespective of department, job/position or grade.

F.1.4.

Performance Rating Scales

The first step in creating a competency based approach is rating scales. Rating scales are used to measure proficiency/performance of a group of competencies, typically as part of an assessment or performance appraisal. Below is the rating scale to be implemented for performance appraisals for VRA: Rating Exceptional Exceeds Expectations Meets Expectations Below Expectations Failed to Meed Expectations

Level 5 4 3 2 1

Description Consistently exceeds relevant performance targets Sometimes exceeds relevant performance targets Meets relevant performance targets Sometimes meets the performance targets Consistently fails to meet performance targets

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F.1.5.

Enterprise objectives and appraisals

To ensure that coporate objectives are successfully met, enterprises must track their objectives through the entire workforce hiearchy, and encourage their workforce to complete their annual appraisal tasks. The Peformance Management enables HR professionals to roll out performnace management plans to the entire workforce, incorporating objective setting with appraisal tasks. Employees objectives are trakcing throughout the year via personal scorecards and rated at the appraisal time. The task-oriented interface enables employees to track and update their scorecards frequently, as they progress with their objectives. Managers can review and track the progress of employee objectives, provide feedback and take any action, if required. F.1.6.

Manager Self Service Initiated Appraisals Process

Line managers/supervisors are initiators of the appraisal process for each of the quarterly review processes. Following the compilation of corporate and departmental objectives, the following major activities will take place for each review, for each employee appraised. 1st Quarter review

1 2 3 4 5 6 7

8 9

2nd Quarter review

Manager initiates Selects 1st quarter review Selects subordinate to review Objectives/ competencies reviewed/rated Shares with appraisee Appraisee views and provides comments Manager updates if necessary and steps 5-6 repeated

Manager initiates Selects 2nd quarter review

Manager submits for approval

Selects review

subordinate

to

Objectives/ competencies reviewed/rated

3rd Quarter review

4th Quarter review

Manager initiates Selects 3rd quarter review Selects subordinate to review

Manager initiates Selects 4th quarter review Selects subordinate to review

Objectives/ competencies reviewed/rated Shares with appraisee

and

Appraisee views and provides comments

Objectives/ competencies reviewed/rated Shares with appraisee Appraisee views and provides comments

Manager updates if necessary and steps 5-6 repeated

Manager updates if necessary and steps 5-6 repeated

Manager updates if necessary and steps 5-6 repeated

Manager approval

Manager approval

Final scoring done Manager submits for approval

Shares with appraisee Appraisee views provides comments

submits

for

submits

for

Flowcharts F.1.7 and F.1.8 below illustrate the processes for quarterly reviews including probation assessments. The feasibility of automatic updating the basic pay for employees as a result of 4th quarterly reviews will be investigated by the consultants.

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F.1.7.

Flowchart: Quarterly reviews and appraisals (1st, 2nd and 3rd Quarterly reviews)

The following flowchart illustrates the process for managers initiating apprisals as part of each quarterly review processes. Start Process: Annual Appraisals process

Enter Period End date e.g. 31-Mar-2010

Manager Logs in and clicks the Appraisals link in manager self service

Enter Next Appraisl date e.g. 30-Jun-2010

Listing of subordinate employees displayed

Selects the employee to be appraised.

Appraisal purpose is entered e.g. 1st quarter review

Main appraiser defaults to name of manager A1

Add objective details, target date, measurement A2

Optionally add other participants

Corporate and departmental objectives / entered A4

Corporate and departmental objectives/ competencies rated A5

Submits for approval

Manager’s Immediate supervisor

Appraisal shared with appraisee

Approval action

A6

Head of Department

Appraisal delivered to appraisee

Submit s

A7

Approval action Appraisee/ Employee receives notification of appraisal A8

HR

Submit s

A3

Enter Period Start date e.g. 01-Jan-2010

Appraisee/ Employee logs in and views appraisal A9

Appraisee/ Employee comments/feedback to manager

submits

Yes

Repeat steps A1-A10

Saved against employee’s profile End

Further Manager updates appraisal?

No

End of Process

A10

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F.1.8.

Flowchart: Quarterly reviews and appraisals (4th Quarter review or Probation review)

The following flowchart illustrates the process for managers initiating 4th quarter reviews which is identical to F.1.7 with the exception being the final scoring. (* The feasibility of automaic update of employees basic pay will be reviewed by VESL) Start Process: Annual Appraisals process

Enter Period End date e.g. 31-Mar-2010

Manager Logs in and clicks the Appraisals link in manager self service

Enter Next Appraisl date e.g. 30-Jun-2010

Listing of subordinate employees displayed

Selects the employee to be appraised.

Appraisal purpose is entered e.g. 1st quarter review

Main appraiser defaults to name of manager A1

Add objective details, target date, measurement A2

Optionally add other participants

Corporate and departmental objectives / competencies shown A4

Submits approval

Corporate and departmental objectives/ competencies rated A5

Manager’s Immediate supervisor

Appraisal shared with appraisee

Approval action

A6

Head of Department

Appraisal delivered to appraisee

Appraisee/ Employee logs in and views appraisal A9

Appraisee/ Employee comments/feedback to manager

submits A10

Submit s

A7

Approval action HR

Appraisee/ Employee receives notification of appraisal A8

A3

Enter Period Start date e.g. 01-Jan-2010

for

Yes

Submit s

*Basic pay updated by HR personnel and promotion (grade changes/position changes) done

Repeat steps A1-A10

End Further Manager updates appraisal?

End of Process No

Final scoring to computed

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F.1.9.

Ownership

The HR department in liasion with managers are responsible for annual performance appraisals.

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G. Training, Development and Learning Management G.1.

Monthly Training, Development and Learning Management Processes

Process:

Business Area:

Daily training and development processes

Staff Training and Development

Control Number: G.1

Design

VESL HR Consultants

Librarian:

Priority (H, M, L):

Project Library

High

G.1.1.

Date:

10 July 2009 VRA:

Process Owner: HR Core? (Y/N)

No

VRA Policy

The Authority recognizes the training and development of employees as an important organizational activity, and as a positive step towards the realization of its policy of improving the quality of staff and of effecting promotion from among serving personnel. Accordingly, all employees shall be encouraged through in-service and institutional training to develop their potential, and enhance their efficiency on the job and prospects of advancement in the Authority. 1. The selection and programming of training courses for employees shall be made by Head of Department in consultation with the Human Resources Department. The selection of candidates for training shall be on the basis of merit and the requirements of the job. The Human Resources Department shall be responsible for the preparation of the overall corporate programming and coordination of the training activities for the approval of the Chief Executive or his delegated authority. 2. It shall be the policy of the Authority to utilize local resources and facilities in its training programmes. Overseas training shall be arranged by the Authority for selected personnel only when there is an urgent and apparent need for it, and local training facilities cannot meet the training requirements. 3. The Authority will normally not sponsor employees who on their own accord, arrange to attend institutions either locally or overseas. 4. As a positive step towards the realization of its policy of promotion from among serving personnel, the Authority shall encourage deserving employees through in-service and institutional training to enhance their efficiency and develop their potential. Such training shall cover all sections of the Authority. 5. An employee required to undertake training will be advised of the period of training and the purpose and details of the training where necessary. 6. Overseas training will be arranged by the Authority for selected personnel only when there is an apparent need for it, and local training facilities cannot meet the training requirements.

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7. The Authority will normally not sponsor employees who, on their own accord, arrange full time institutions. For self-sponsored training, a loan to be determined from time to time chargeable at an interest rate of 2.5% and repayable within twelve months may be granted. 8. The Authority shall assist financially (for example by reimbursing fully the cost of tuition and basic text-books) its personnel who pursue Management approved part-time local, and/or correspondence courses relevant to their job positions, and who complete such programmes of study successfully. 9. In accordance with the Apprenticeship Act 1961 (Act 54) the Authority shall, when a programme is warranted, introduce an Apprenticeship Scheme in a Technical Department. 10. An employee who is sponsored by the Authority to undergo a course of training, either locally or overseas, shall be required to enter into a bond to serve the Authority for a period as may be determined by the Chief Executive or his delegated authority. Employees who fail to serve the bond shall pay the Authority the amount specified in the bond and other related expenses. G.1.2.

Scheme of Service

A corporate Scheme of Service shall be maintained to guide in the development of staff and to aid in succession planning. G.1.3.

Conferences

Employees who attend conferences as representatives of the Authority shall be provided an economy fare. G.1.4.

Study Leave with Pay

Employees on an off-the-job training course shall, during the period of absence on such course, be deemed to be on study leave and the Authority may pay such employees full salary and appropriate allowances less statutory and other deductions. Such employees shall have their employment rights, including leave, seniority and retirement benefits reserved. Ghanaian Employees: 1. Employees, who proceed on study leave on approved courses overseas sponsored by the Authority, shall be provided an economy fare. 2. An employee who is on an approved course of study or duty abroad may be granted fifty percent of the cost of an economy return passage to attend, under casual leave conditions, the funeral or subsequent ceremonies of an immediate relation, i.e. spouse, child, father or mother. G.1.5.

Tuition and Examination Fees

The Authority may pay the cost of all prescribed fees for any training course based on the recommendation of the Department Heads and approval of the Branch Head as delegated by the Chief Executive.

G.1.6.

Books

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The Authority shall bear the cost of all prescribed books for any approved course. G.1.7.

Local Programmes

1. The Authority shall be responsible for the residential fees of an employee on an approved training course, plus full salary. 2. Where employees and such a course cannot stay in residence and have to spend nights away from their normal place of residence, payment of our-of loacation allowance should be made in accordance with the prevailing rates. 3. Employees who do not necessarily have to stay away from their work location while attending an approved course shall be reimbursed actual expenses for lunch or be paid a standard day trip allowance.

G.1.8.

Training administration with Oracle Learning Management

Oracle Learning Management is designed to support all education models by providing a single unified learning delivery system to the extended enterprise of employees, customers, and partners. Oracle Learning Management provides: 

Full management of learning-related workforce competencies.



Structured learning paths, helping monitor performance and develop the careers of VRA workforce.



Management of a unified catalog in one central location, combining self-paced and classroombased training into one catalog.

Oracle Learning Management provides training administrators with a common, reusable framework for describing learning objectives. For each course and learning path, administrators define what competencies the staff attains from successfully completing the training. Learning paths enable employees to manage their progress toward a learning objective larger than that defined by a single course. A learning path groups specific courses targeting your learning community, helping to focus your training investment on the critical jobs.

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G.1.9.

Learning Management KFF Structures The following structures are to be configured for training purposes. Equipment KFF: The proposed Equipment KFF Structure for VRA is as follows: Segment # Segment 1 Segment 2 Segment 3 Segment 4 Segment 5 Segment 7

Segment Name Name Brand Sr No Model Make Date Purchased

Example Whiteboard N/A VRA-0393 N/A Seions 12-SEP-08

Computer KFF: The proposed Computer KFF Structure for VRA is as follows: Segment # Segment 1 Segment 2 Segment 3 Segment 4 Segment 5 Segment 7

Segment Name Name Sr No Type of OS RAM Hard Disk Size Processor Speed

Example Toshiba TSO-290U4JJF0-39 Microsoft Vista Business 3GB 250GB 2.1 GHz

Trainer KFF: The proposed Trainer KFF Structure for VRA is as follows: Segment # Segment 1 Segment 2 Segment 3 Segment 4 Segment 5

Segment Name Name Expertise Qualifications Yrs of Experience Type

Example Blessing, Johnson 60 Characters 60 Characters 4 Characters External

Venue KFF: The proposed Venue KFF Structure for VRA is as follows: Segment # Segment 1 Segment 2 Segment 3 Segment 4

Segment Name Name Center Capacity Facilities Available

Example Conference Room Heritage 20 Whiteboard, table, chairs, AC

Transport KFF:

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The proposed Equipment KFF Structure for VRA is as follows: Segment # Segment 1 Segment 2 Segment 3

G.1.10.

Segment Name Transport Type Capacity Purpose

Example Bus 25 Local

Catalog Overview The catalog is the application's primary administrative structure, a nested hierarchy that enables you and your learners to browse all available courses, or to drill down to detailed class descriptions. From here you create and maintain all your catalog objects: categories, courses, offerings, classes, and sessions. From the catalog, you can also create and maintain other objects that are not a part of the nested hierarchy such as learning paths, and learning certifications. The catalog provides an interface for administrators to manage the setup and delivery of learning. The catalog model relies on five catalog objects:     

Categories organize the catalog so that staff and administrators can find what they're looking for. A category can hold courses, learning paths, or other categories. Courses define subject matter, intended audience and instructional objectives. Offerings define the delivery mode, language of a course, budgeted cost. Offerings are typically “Self-study” course, or an “Classroom based” course. Classes are enrollable instances of offerings, based on a schedule, supplier of the class and resources . For example, a classroom based offering might need several different venues at different times. Sessions are subdivisions of classes. To help you create a detailed agenda for a class, you can break it down into shorter sessions, specifying the location and schedule of each session.

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G.1.11.

Flowchart: Creating a Catalog object The following flowchart illustrates the process for creating a catalog object. Start

Process: Creating a Catalog

G.1.12.

Administrator Logs in and clicks the catalog link

Enter name of category

Optionally enter a description of the category

Enter Start date of the category and click appy

Flowchart: Creating a Course

Click apply button

End

End of Process

The following flowchart illustrates the process for creating a course within a catalog. Start

Process: Creating a course

Enter the course administrator

Administrator Logs in and selects the catalog where the course is to be created

Optionally select the success criterion

Enter the name of the course

Optionally enter the course code, description, intended audience, keywords and objectives.

Enter the sponsor of the course (defaults to VRA)

Specify whether updates to a learner's competency profile occur automatically. You can use the inherited setting or override it for this catalog object.

Click apply button

End

End of Process

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G.1.13.

Flowchart: Creating an offering for a course The following flowchart illustrates the process for creating a offering within a course. Start

Process: Creating a course offering

Click the continue button

Enter the name of the offering

Administrator Logs in and selects course to create an offering for

Select create offering

Select the delivery mode – either classroom or selflearning

Optionally enter the duration e.g. 10 days

Optionally enter the supplier of the course

Optionally enter the budgeted cost

Click apply button

Enter the Start date

Enter the End date

Optionally enter the Offering Administraton

End

End of Process

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G.1.14.

Group courses into Learning Paths and Certifications Learning paths help to monitor performance and develop the careers of your workforce. Learning paths group courses into meaningful sequences, and can include completion targets to indicate to subscribers the dates by which they should complete the learning path. Learning path types come from three sources: 

Catalog learning paths, created by a learning administrator, appear in the learner catalog and enable multiple learners to follow a path.



Manager learning paths enable managers to specify courses of study for their employees, either directly or as a result of another Human Resources activity such as a performance appraisal.



Learner learning paths, created by learners to set their own goals, define a plan to achieve them, and measure their progress along the way.

Learning Certifications offer learners the opportunity to subscribe to and complete one-time and renewable certifications, including regulatory certifications such as compliance training and professional development certifications such as Oracle DBA. Unlike learning paths, certifications can include renewals and enforced due dates. Administrators can choose from a wide variety of options to designate how long a certification lasts, whether and when a learner can renew, and when the application sends notifications. G.1.15.

Creating Learning Paths

Start

Process: Creating learning paths

Administrator Logs in and selects category where the learning path is to be created

Select Learning Path and click Go

Optionally enter the description, objectives, keywords, purpose

Enter the completion target for the learning path as suggested number of days requried for completion (from date of subscription)

Enter the number of days the system should send notifications before target completion date

Enter the Start Date as the date on which the learning path becomes available to staff

Click apply and add details button

End

End of Process

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G.1.16.

Creating sections and components for learning paths

Start

Process: Creating sections for learning paths

Select the learning path

Click sections

Select components link and click add

Search the course that will make up the learning path and click add to secion

manage Specify the completion target in days

Enter the name of the section Specify the when the reminder notification should be delivered For the completion requirement – select either All component mandatory or one or more mandatory Add more courses?

Yes

No

Click return to catalog

End

End of Process

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G.1.17.

Competencies and prerequisites You can deliver course competencies at a specific proficiency level through classes your enterprise (or an outside supplier) provides. You can then update staff personal competency profile after they have successfully gained the competency. You can also set competency prerequisites, competencies learners must or should achieve before they can enroll in a class under a specified course.

G.1.18.

Associating learner competencies with courses

Start

Query and add the competency to be attained e.g. MS Office

Process: Linking Learner competencies with courses

Administrator Logs in and selects course to update

Click the Learner competencies link

Click the add button to add a new competency

Enter the proficieny level to be attained and e.g. Advanced

Click apply button

End

End of Process

G.1.19.

Associating course prerequisites with courses

Start

Process: Linking course prerequisites with courses

Query and add the course that must or should complete before enrolling

Administrator Logs in and selects course to update

Select the prerequisite type either advisory or mandatory

Click the prerequisites link

Click apply button

Under course prerequisite, click the add button to associate a prerequisite course

End

End of Process

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G.1.20.

Resources Resources are facilities, people, or equipment that you require to run any educational or learning programs. Managing the learning needs of employees includes tasks such as scheduling and managing classroom and instructor resources. To manage resources effectively, you can also: 

Add resources to an offering to create a resource checklist



Book resources for a class



Block-book resources



Update and delete resources

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G.1.21.

Flowchart: Creating Resources The following flowchart illustrates the process for creating resoruces. Start

Process: Creating resources

Administrator Logs in and selects course to create an offering for

Selects create resource

Selects the type resoruce

Equipment

Trainer

Venue

Enter the name, quantity, descrption

Query the name of the person and add

Enter the name of the venue

Select the End Date the resources is ceases to be available from

Enter the supplier of the resource

Optionally enter the location, reference, address, booking instructions Click apply Optionally enter the cost (currency, price and units) of the resource End

Select the Start Date the resources is available from

End of Process

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G.1.22.

Flowchart: Booking a resource for classes The following flowchart illustrates the process for booking resources. Start

Process: Booking a resource

Administrator Logs in and clicks the resources link

Equipment

Trainer

Selects book resource

Selects the type resoruce

Venue

Click the Go button

Query and Select the Class name

Date booked and Booked by default to the current date and the person logged in

Enter the resource booking dates and times

Select the booking status

Optionally enter the delivery details i.e. contact and telephone if applicable

Click apply

Enter the name of the resource End

End of Process

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G.1.23.

Enrollment Oracle Learning Management (OLM) enables administrators to manage and track all enrollments in classes listed in the catalog. You control enrollment through a combination of learner access, selfenrollment permission, and approval options. You can also track successful attendance, maintain learning histories, and set up automatic updates to a learner's competency profile. Learners can enroll in classes from Learner Self-Service. Administrators can then track and adjust enrollments, filling waiting lists and notifying enrollees as needed. The multiple enrollment pages enable administrators and telesales representatives to enroll or subscribe multiple learners into classes, learning paths, and learning certifications at one time.

G.1.24.

Track and Manage Enrollments Administrators can enroll and subscribe one or multiple learners in classes, learning paths, and learning certifications. They control enrollment through a combination of learner access, self-enrollment permission, and approval options. You can also track successful attendance, maintain learning histories, and set up automatic updates to a learner's competency profile. Search capabilities enable you to place the right learners into the right classes. Using class and enrollment statuses, you can control enrollments in a class throughout its life cycle. For example, you can create a Planned class to monitor learner interest and investigate resource availability. You might then enter enrollments with the status Requested as learners express an interest in the class and you can update their status to Waitlisted when the learners confirm their interest. You can update the class status to Normal when you have sufficient Waitlisted enrollments to meet the minimum numbers required to run the class, automatically taking Placed enrollments from the waiting list.

G.1.25.

Class enrollment statuses OLM provides four predefined class statuses. These statuses reflect typical stages in the class life cycle: 1. Create a new class with the status Planned. 2. Update the class status to Normal when you have sufficient interest to meet the minimum numbers required to run the class. 3. The application automatically sets the class status to Full when learners have filled all the class places. 4. When you are ready to prevent any new enrollments, you can update the class status to Closed. Once you Close (or Cancel) a class, you cannot enter enrollments of any kind.)

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G.1.26.

Employee enrollment statuses The application provides five predefined enrollment statuses: 1. Requested: Learner expresses interest but this hasn’t been approved or confirmed. 2. Waitlisted: Interest approved/confirmed, but place not yet available. (Class is planned or full). 3. Placed: Enrollment occupies place in class. 4. Attended: Enrollment occupies place in class. 5. Cancelled: Employee has been unenrolled in the class.

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G.1.27. Flowchart: Employees self enrollment in classes (overseas, in-house or local external courses) – name, staff no etc is captured for person wishing to attend course is automatically provided. The following flowchart illustrates the process for self service enrollment for employees into available courses. It is recommended that employee self service enabled enrollments – subject to approval – is enforced to empower employees, provide better services while relieving HR/HOD’s from initiating.

Start

Click learning home link

Process: Employee enrolling in a class

Browse or search for the class

Supervisor

Approval action

Warning message for prerequisite not completed

Yes

Any mandatory prerequities?

Click enabled Enroll button

No

Yes

Mandatory prerequisites completed? No

Submits

Head of Department

Enroll button disabled Click yes to proceed

Enter the enrollment justification e.g. mandatory requirements for job, optional but highly recommended for job, wish list

Click the review button

Employee notified of approved enrollment

End

End of Process

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G.1.28.

Flowchart: HR/Department heads Adding bulk enrollments to classes (Local, Overseas courses) The following flowchart illustrates the process for adding bulk enrollments to classes. Start

Process: Additng bulk enrollments to classes

Add the desired employee

Add more staff? Yes

Administrator Logs in and clicks the Training link

No

Submit selected staff of batch for approval (HOD/HR/ CEO)

Query/search for the employee to add

Approval action

Bulk Bulk enrollment or single?

Single

Query/search for the employee to add

Submits

HR

Selects Learner link Select enrollment status, e.g. currently placed in class

Searches for the class

Optionally enter justification reason, priority, department

Employee notified of approved enrollment

End

End of Process

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G.1.29.

Flowchart: Updating enrollment status The following flowchart illustrates the process for updating enrollments for employees. Attended

Start

Process: Updating enrollment status

Waitlisted

Enrollment status

Change from Waitlisted or Placed to Attended

Placed

Cancelled Click the Attendance tab

Change from Requested to Waitlisted

Change from Requested or Waitlisted to Placed

Change from Waitlisted or Placed to Cancelled

Enter the attendance result

If applicable enter the failure reason

Tick the “Successfully attended” box if applicable

Employee notified of competency profile updated

Click apply

End

End of Process

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G.1.30.

Ownership

The HR department in liasion with department heads are responsible for Training and career development.

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H.1 Other Self Service Transactions and End Employment Processes H.1.

Other Self Service Transactions and End Employment Processes

Process:

Business Area:

Monthly End Employment Processes Control Number: H.1

Design

Librarian:

Priority (H, M, L):

VESL HR Consultants

Project Library

Date:

Termination/Separation

High

VRA:

10 June 2008 Process Owner: HR Department Core? (Y/N)

Yes

This section covers the self service transactions initiated by Human Resource department and managers/supervisors/directors. The second part of this seciton covers termination procedures and processes.

H.1.1.

Disciplinary Procedures Minor Offence Employee shall be asked by his supervisor in the presence of a Shop Steward to explain his conduct verbally; (a)

If the Supervisor decides that the employee has exculpated himself, no further action will be taken.

(b)

If the Supervisor decides that the employee has not exculpated himself, he shall warn him verbally. He shall decide to prepare in duplicate, a filing memo on the incident, which shall be signed by all three present. One copy shall be forwarded to Head of Department and the second copy shall be retained at the local level.

All other Penalties (I)

The Supervisor shall issue a query in writing to the employee requesting him to explain his conduct.

(II)

The date and the time by which the employee shall make an explanation shall be 3 – 7 days from the date on which the employee receives the letter.

(III)

On receipt of the explanation, the Supervisor shall forward the correspondence together with his recommendations to the Divisional Head.

(IV)

If it is an offence for which a written warning may be issued, the case shall be dealt with by the Divisional Head as follows:(a) If the Divisional Head considers that the employee has exculpated himself he shall so inform the employee in writing and no other action is required.

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(b) If the Divisional Head considers that the employee has not exculpated himself, he shall issue him with a written warning and forward copies of the correspondence together with a copy of the written warning to his Head of Department. Copies of the written warning shall be forwarded to the Director Human Resources or his representative and the Union. (V)

If it is an offence for which any penalty under Major Offences other than a written warning, but excluding the penalty of Termination may be issued, the Divisional Head shall, if necessary further investigate the incident and forward all the correspondence together with his recommendations in duplicate to the Head of Department.

(VI)

If the Head of Department decides that the employee has not exculpated him/herself, he/she may carry out further investigations by forming a committee of enquiry with the Union representative and upon satisfying himself on the guilt of the employee, decide on the appropriate penalty.

Grievance Procedure 1. The employee shall with or without the Shop Steward, discuss his grievance with his immediate supervisor who shall consider it and provide a settlement within 5 days. 2. If the employee is not satisfied with the settlement prescribed by his immediate supervisor, he may state a case in writing to the head of his section or equivalent officer in his department who shall within 5 days take a decision on the case and notify the employee. A copy of the case stated and a copy of the decision taken shall be forwarded to the local Union. 3. If the employee is not satisfied with the decision of his Sectional Head or equivalent officer, he may report the matter in writing to his Head of Department who shall within 7 days investigate and communicate his decision to the employee with a copy to the local Union. 4. If the employee is not satisfied with the decision of the Head of Department he may refer the matter to the Divisional Union representative who may take the matter up with the Chief Executive for his decision. 5. In the event that the Divisional Union representative and the Chief Executive are unable to arrive at a mutual settlement of the grievance, then the Divisional Union may refer the issue to the National Union who may submit the matter to the Standing Negotiating Committee for settlement. 6. Should the Standing Negotiating Committee fail to come to agreement as to the final settlement of the grievance then the matter may be referred to arbitration comprising not more than three persons nominated by Management plus not more than three persons nominated by the National union together with an independent Chairman mutually nominated by Management and the National Union. The decision of the majority of arbitrators shall be final and binding on all parties involved and in the event of an equality of votes and chairman shall have a casting and deciding vote. Flowchart H.1.3 illustrates the general flow of the minor offenses. Note that most of the above activities related to disciplinary procedures, particularly the “all othe penalties” involve a lot of humanto-human activities that cannot be automated. However the end result of capturing the incident (excluding termination) can be maintained in Oracle HR. Self service enabled forms would facilitate forwarding the necessary information to HR. The consultants will investigate the best way to implement the above scenario – either a single SSHR transaction or transaction split up into several components. The following self service transactions are stricly available for HR and are initiated by HR personnel and where applicable CEO. Note that staff no and staff name is to be displayed for all below transactions.

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1 2

Initiated by HR Employment advice Notice of action on interdiction

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H.1.2.

Flowchart: Employment advice The following flowchart illustrates the process for submitting an employment advice. Start

Process: Employment advice

Enters name of person to raise employment advice for

HR staff Logs in and clicks the Employment advice form

HR Select the add button to enter a new request

The following fields are displayed automatically:  Title  Number  Monthly basic pay  Department  Location  Hire date  Status  Grade  Step

Enters other remarks

Click Next button to proceed to the review page

HR manually assigns to assignment components to employee Approval action Submits

Submit for approval Accounts

Optionally attach supporting document

Click Apply button to confirm

Manually attach to payroll and attaches necessary elements

End

End of Process

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H.1.3.

Flowchart: Notice of action on interdiction, discharge or termination (Disciplinary actions) The following flowchart illustrates the process for submitting a notice of action on interdiciton that is initiated by Corporate industrial relations and staff compensation. The end action is to suspend the employee assignment so that the salary/benefits can put on hold. Start

Process: Notice of action on interdiction/ discharge/termination

Enters name of person to raise action for

HR staff Logs in and clicks the Notice of action form

The following fields are displayed automatically:  Title  Number

Select the add button to enter a new request

Certifies that salary/benefits of the staff is to be held until further notice

Click Next button to proceed to the review page

Approval action

Director HR Submit for approval

Submits

HR

Enters reasons for action

Enters remarks

Supervisor

Optionally attach supporting document

Click Apply button to confirm

HR ends employment for discharge/termination/no pay assignment For interdiction, assignment status is changed to “interdiction”.

End

End of Process

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H.1.4.

Self Service transactions initiated by Managers The following transactions are available for managers only. Note that staff no and staff name is to be displayed for all below transactions.

1 2 3 4 5 6 9 10

Initiated by Managers Disciplinary Procedures – Minor offenses Intra-departmental Transfer Interdepartmental transfers Change of rates slip Project allowance Recommendation for job evaluation Acting Appointment Extra Duty Appointment

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H.1.5.

Flowchart: Disciplinary Procedure – Minor Offences The following flowchart illustrates the disciplinary procedure for minor offence.

Start

Process: Disciplianry Procedure – Minor Offenses

Selects the name of the employee who commited the offense Specify date of offense

Manager logs in and clicks the Minor Offenses

Select the add button to enter a new request

The following fields are displayed automatically based on the selected employee:  Number  Position  Location  Department

Approval action

Submit for approval

Click Next button to proceed to the review page

Submits

HR

Optionally attach supporting document

Specifies the details of the offense

Head of department

Click Apply button to confirm

HR creates a work incident for the employee in Oracle HR

End

End of Process

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H.1.6.

Flowchart: Intra-departmental Transfer The following flowchart illustrates the intra-departmental transfer process.

Start

Process: departmental Transfer

Intra-

Manager logs in and clicks the Intradepartmental transfer form

Selects the name of the employee to be transferred Specify effective date of transfer

Indicate whether transfer is temporary or permannet

Specify destination Location/ Department

Select the add button to enter a new request

The following fields are displayed automatically based on the selected employee:  Number  Position  Location  Department

Enters other remarks

Click Next button to proceed to the review page

Head of department Approval action

Director HR

Submits

Submit for approval

Submits

Supervisor

Optionally attach supporting document

Click Apply button to confirm

HR effects transfers in Core HR by changing assignment components from effective date of transfer

End

End of Process

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H.1.7.

Flowchart: Interdepartmental Transfer The following flowchart illustrates the interdepartmental transfer process.

Start

Process: departmental Transfer

Intra-

HOD logs in and clicks the Interdepartmental transfer form

Selects the name of the employee to be transferred Specify effective date of transfer

Indicate whether transfer is temporary or permannet

Specify destination Location/ Department

Select the add button to enter a new request

The following fields are displayed automatically based on the selected employee:  Number  Position  Location  Department

Enters other remarks

Click Next button to proceed to the review page

Director HR

Approval action

Supervisor

Submits

Submit for approval Submits

Optionally attach supporting document

Click Apply button to confirm

HR effects transfers in Core HR by changing assignment components from effective date of transfer

End

End of Process

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H.1.8.

Flowchart: Change of Rate Slip The following flowchart illustrates the process for submitting a change of rates slip

Start

Process: Change of Rate slip

HOD logs in and clicks the change of rate slip form

Selects the name of the employee

Specify To position title and grade

Specify department/ location

Specify effective date

Specify From position title and grade

Enter other remarks

Select the add button to enter a new request

The following fields are displayed automatically based on the selected employee:  Number  Position  Location  Department  Grade  Step  Existing salary  New salary

Click Next button to proceed to the review page

Director HR

Approval action

Submit for approval Submits

Optionally attach supporting document

Click Apply button to confirm

HR effects changes in Core HR by changing assignment components from effective date

End

End of Process

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H.1.9.

Flowchart: Project Allowance The following flowchart illustrates the process for submitting a project allowance.

Start

Process: Allowance

Project

HOD logs in and clicks the project allowance form

Select the add button to enter a new request

Director HR Approval action

Branch head Selects the name of the employee to be transferred

The following fields are displayed automatically based on the selected employee:  Number  Position  Location  Department

Submits

Approval action

Submit for approval

Director HR

Submits

Approval action

Enters amount

other

Click Next button to proceed to the review page

Optionally attach supporting document

Click Apply button to confirm

Accounts

Submits

Project allowance element added to employees element entries

End

End of Process

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H.1.10.

Flowchart: Recommendation for job evaluation The following flowchart illustrates the process for submitting a recommendation for job evaluation to be used if there is a new job that needs to be evaluated for the first time or a current job has changed and the job has been increased in complexity/there are a greater variety of tasks.

Start

Process: Recommendation for job evaluation

Selects position title

Selects department for position

Selects current grade for position

HOD logs in and clicks the recommendation for job evaluation form

New job or current job has changed

Current Indicate what has changed e.g. work design, links with supervisor, subordinate jobs

Indicate what has changed in the position description Click Next button to proceed to the review page

Director HR

Select the add button to enter a new request

New

Enter remarks required for new position evaluation

Approval action

Submit for approval

Optionally attach supporting document

Click Apply button to confirm

Submits

HR effects changes in Core HR by changing assignment components from effective date

End

End of Process

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H.1.11.

Flowchart: Acting Appointment The following flowchart illustrates the process for acting appointments initiated by the Manager Head of department

Start

Process: Allowance Appointment

Acting

Manager Logs in and clicks the Acting Appointment link

Approval action

Branch Head

Selects the name of the employee to be appointed in an acting position

Submits

Approval action

Selects the acting position

Enter the from date

effective

The following fields are displayed automatically:     

Submits

HR

Name Title Number Location Current Position

HR effects transfers in Core HR by changing assignment components from effective date of transfer

End

Enter the effective to date

Optionally attach supporting document

End of Process Submit for approval

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H.1.12.

Flowchart: Extra Duty Appointment The following flowchart illustrates the process of a duty appointment initiated by the Manager Head of department

Start

Process: Extra Duty Appointment

Manager Logs in and clicks the Duty Appointment link

Approval action

Branch Head

Submits

Selects the name of the employee to perform additional duties Approval action

Enters the extra duties to be performed

Enter the from date

effective

The following fields are displayed automatically:     

Submits

HR

Name Title Number Location Current Position

HR writes to employee authorizing the extra duty

End

Enter the effective to date

End of Process

Optionally attach supporting document Submit for approval

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VRA termination and end employment procedures are sumarized in the following sections. H.1.9. Resignation H.1.10. Termination of Appointment by VRA H.1.11. Summary Dismissal H.1.12. Redundancy H.1.13. Retirement

H.1.11.

Resignation Permanent employees may resign from their appointment with the Authority by giving one month notice in writing or paying to the Authority one month’s salary in lieu thereof: Employees who resign from the service of the Authority after appropriate notice, shall where appropriate receive the following: (i) Salary up to the end of the period worked. (ii) Cash payment for accrued or earned leave, or else the granting of such leave to concide with the date of expiry of the termination notice (iii) Benefits from the Staff Provident Fund in accordance with the laid down rules and regulations. (iv) Any other terminal award if qualified and entitled.

H.1.12.

Termination of Appointment by VRA The Authority may terminate the appointment of employees by giving the previous notice of one month in writing or the equivalent payment of appropriate salary in lieu thereof. Benefits Except in case of serious misconduct or otherwise provided in the employment contract, employees whose appointments are terminated by the Authority shall receive the following entitlements where appropriate: (i) Salary up to the end of the period worked. (ii) Cash payment for accrued or earned leave, or else the granting of such leave to conincide with the date of expiry of the termination notice. (iii) Resonable moving expenses to place of hire. (iv) Benefits from the Staff Provident Fund in accordance with the laid down rules and regulations, if he is a member. (v) Any other terminal award if qualified and entitled.

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H.1.13.

Summary Dismissal Employees may be summarily dismissed for commiting an offense. Such leave of absence may be granted at the discretion of Management and would be dependent upon the exingencies of the service which renders it undesirable in the interest of the Authority to continue their employment. Such employees: (i) Shall forfeit any vacation entitlement (ii) May at the discretion of the board of trustees or an authority responsible for the administration of any retirement plan, forfeit par or whole of the Authority’s contributions.

H.1.14.

Redundancy In the event of redundancy, arising, employees affected shall be selected for discharge, taking into consideration the length of service, efficiency, conduct and general record of the employee. Redundant employees shall be given adequate notice of termination or payment in lieu of appropriate notiice. Redundant employees shall be eligible to receive the following entitlements: (i) Severance pay for loss of employment. (ii) Benefits under the Staff Provident Fund if the employee is a member of the fund. (iii) Cash payment for any earned leave not taken. (iv) Resonable moving expenses to the place of hire. (v) Award under the other retirement scheme of the Authority to which the employee may be entitled.

H.1.15.

Retirement Compulsory The compulsory retirement age shall be sixty for both men and women. Employee will be advised of their final leave and other entilements at least six months before the date of their retirement. For purpose of salary and other benefits, the effective date of retirement shall be deemed to the last day of the month in which the retirement occurs. On reaching the compulsory retirement age, employees may be re-engaged on a term of terms of contract depending upon the needs of the Authority, and so long as the employees can be fully and usefully employed on work which they are capable of doing with reasonable effciency.

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During such contract period employees shall not be eligible to contribute to the Staff Provident Fund, Pension or other retirement award, nor shall their contract service count for any retirement benefits. Voluntary An employee may voluntariely retire from the service of the Authority on attaining the age of fiffy five years by giving a minimum period of notice of one month. Premature Retirement Employees who have not reached the minimum retiring age, may on request, be allowed to retire from the service of the Authority, as if they had attained the voluntary retiring age provided that they would at the date of their application have been in the service of the Authority for a minimum of fifteen years, and: (i) They propose to take up a public appointment where their special qualification and experience would contribute to the adminitration of the economy of the country. (ii) They propose to take up farming. (iii) They are elected traditional chief; or (iv) For any other reason which the Authority might consider to be in the public interest, provided, however, that they give the required minimum period of notice of one month and the Authority accepts. The Authority, however, may request an employee on reaching fifty-five with ten years service to retire. The employee shall also be given due notice. Retirement on medical grounds Employees may be retired on medical grounds on the recommendation of a properly constituted Medical Board. There will be an email alert to inform HR and the employee, of retirement due in 12 months. Another email alert will be configured to inform HR and the employee of retirement due in 6 months.

H.1.16.

End employment process in Oracle HCM If an employee is leaving your enterprise, you terminate them in the Terminate window. The exemployee's records remain in the application. You can reinstate, or rehire, the person to create a new period of service. Many Oracle Applications work with employees as of dates in the future. This means any future date terminations you enter here are reflected, and the employee with the future dated termination are not available in such cases. The Final Process date is the last date on which you can process payments for a terminated employee, in Oracle Payroll. To process unanticipated late payments or to make corrections, you can change the

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Final Process date, provided the new date does not conflict with other information held for the employee.

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H.1.17.

Flowchart: Voluntary retirement The following flowchart illustrates the process for the an employee submitting a voluntary retirement. Start

Process: Voluntary retirement

Employee Logs in and clicks the Voluntary retirement form

Select the add button to enter a new request

Head of Department Approval action

Director HR

The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date  Age  Years of service

Submits

Approval action

Branch Head Enters comments

Submit for approval

Submits

Approval action

Director HR

Submits

HR to effect voluntary retirement by “future dating” the retirement from the projected retirement date

Click Apply button to confirm

Click Next button to proceed to the review page

Optionally attach supporting document

End

End of Process

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H.1.18.

Flowchart: Compulsury retirement The following flowchart illustrates the process for the Director, Human Resources processinga compulsury retirement. Start

Process: Compulsury retirement

Enters name of person to raise a compulsory retirement for

Enters comments

Director, Human Resources staff Logs in and clicks the Compulsury retirement form

Select the add button to enter a new request

The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date  Age  Years of service

Submit for approval

Director HR

Approval action

HR effects compulsory retirement by ‘future dating’ the retirement

Submits

Employee notified

Optionally attach supporting document

Enters remarks Click Next button to proceed to the review page

End

Click Apply button to confirm

End of Process

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H.1.19. Flowchart: Clearance Certificate The following flowchart illustrates the process for an submitting a clearance certificate. This retained amount is only released if the ex-employee vacates the premises Supervisor

Start

Process: Clearance certificate

Select the name of person to process a clearance certificate for Area HR Checks following boxes: Housed by VRA, VRA assets from stores, Other VRA assets

Area HR Logs in and clicks the clearance certificate form

Select the add button to enter a new request

The following fields are displayed automatically:  Name  Title  Location  Number  Department  Termination date  Reason for termination

Submit for approval

Optionally attach supporting document

Approval action

Head of Department

Submits

Approval action

HR

Click Next button to proceed to the review page

Submits

Approval action

PFPSPS

Submits

Click Apply button to confirm Automatic attachement of these elements/items: Peronal account, House loans, Car loans, car repair loan, Salary advance, Special salary advance, Insurance, PFPS arrears, Working advance, Furnishing loan (Furniture & special furniture loan), Rent advance, Bank loan, Credit union loan, Sundry, education loan (child education, self development), others (entered manually)

Enters overpayment/under payment of salary/wages

Enters unearned/earned leave, Others

30% retention is retained by the PFPSPS on all exemployees housed by VRA (checkbox)

End

End of Process

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Director HR

H.1.20.

Flowchart: Retirement on medical grounds

Approval action

The following flowchart illustrates the process for retirement on medical grounds. Start

Process: Retirement on medical grounds

Enters name of person to process a retirement for

Enters Authority’s Property, Premises vacated on, Stores

Enters Peronal account, House loans, Car loans, Salary advance, Special salary advance, Insurance, PFPS arrears, Working advance, Furniture loan, Rent advance, Bank loan, Credit union loan, Library, Sundry

HOD Logs in and clicks the Retirement on medical grounds form

Select the add button to enter a new request

The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date  Age  Years of service

Enters overpayment/under payment of salary/wages

Enters unearned/earned leave, PFPS, Gratuity plan, annual pension, lump sum

Director health services

Submit for approval

Submits

Approval action Director HR

Submits

Approval action

Optionally attach supporting document

Click Next button to proceed to the review page

Click Apply button to confirm

Branch Head

Submits

Approval action Director HR

Submits

Approval action HOD

HR effects termination by “future dating” the retirement Employee notified

Submits

Approval action Submits

End

End of Process

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H.1.21.

Flowchart: Discharge (Death) The following flowchart illustrates the process for supervisors submitting a discharge (death). Start

Process: (death)

Discharge

Supervisor Logs in and clicks the Discharge form

Select the add button to enter a new request

Manager

Approval action

HOD Enters name of person to raise employment advice for

Enters reasons for action

Enters remarks

Click Next button to proceed to the review page

The following fields are displayed automatically:  Name  Title  Location  Number  Department  Monthly salary  Hire date

Submits

Approval action

Submit for approval

Director HR

Submits

Approval action

Optionally attach supporting document

Click Apply button to confirm

HR to effect discharge by terminating employee

Submits

End

End of Process

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H.1.22.

Flowchart: Contract Gratuity The following flowchart illustrates the process for HR submitting a contract gratuity computation request. Minimum 12 months to be eligible for gratuity. There will be an email alert triggered to inform HR of employees contract which are due to end within the next one month. Start

Process: gratuity

Contract

HR officer Logs in and clicks the Contract gratuity form

Select the add button to enter a new request

Accounts

Approval action

Submit for approval Select name of person to raise contract gratuity for

Display period of any previous contract start date & end date

Display current period of contract start date & end date Display Period of absence from date and to date

Enter Rate of gratuity (& of salary)

The following fields are displayed automatically:  Name  DOB  Title  Staff ID  Department  Location

Audit

Submits

Approval action

Optionally attach supporting document

Director HR (amounts up to 2,000)

Submits

Approval action

Enter Reason for claim

Checkbox for contract renewal

Display Salary history period (annual salary)

Click Apply button to confirm

Click Next button to proceed to the review page

Deputy Chief Executive (amount up to 2,000)

Submits

End

End of Process

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H.1.23.

Ownership

The HR department and Accounts are re responsible for End of employment procedures and other self service transactions.

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I.1 Management Information Systems and Audit Requirements I.1.

Summary of Scoped MIS and Audit requirements

Process:

Business Area:

MIS/Audi

MIS/Audit

Control Number: H.1

Design

Librarian:

Priority (H, M, L):

VESL HR Consultants

Project Library

High

Date: VRA:

30 Oct 2009 Process Owner: HR Department Core? (Y/N)

Yes

This section lists and summarizes the requirements stated from the scoping exercise from MIS and Audit perspective touching on issues pertaining to security, configuration, payroll and the HRMS suite in general. I.1.1.

Security Security and MIS

1. MIS is the owner of security access and any requests for new menus/responsibilities should be passed through the MIS department for necessary action. This will be discussed with HR since the sysadmin function is currently handled by an IT person in the HR department. 2. Security Matrix should be defined as to who is required to access what. It is understood that this needs to be done by all stakeholders, as MIS alone is not in a position to determine levels of access for users. 3. Cutoff date to be set in the system to restrict user to make any changes to data. This is a requirement from payroll. 4. It was noted that an Audit trail report on the user was required to know what changes were made to the data especially after the payroll has been processed. I.1.2.

Configuration of components

1. Discoverer needs to be configured and Audit staff trained in its use. 2. Data Loader/WEB ADI needs to be configured. 3. Notification/ Alert to users when payroll is run by paymaster.

I.1.3.

Audit, additional reporting and other requirements/issues

1. All reports prefixed with “VRA” are custom reports which need to be checked from performance point of view as well as data verification. 2. It has been noted that a through review of current access level must be performed by VESL consultants. 3. Registration of new reports training, specially the date parameters.

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4. Employee Pay-slip format for some employees is not printed well and results in some of the elements overlapping each other on the report. 5. Function systems administration training is required. 6. Training on defining value set with its functionalities. 7. Application dashboard shows concurrent manager is down. 8. Refreshing the database on backup server is required.

Open and Closed Issues for this Deliverable Open Issues ID

Issue

Resolution

Responsibility

Target Date

Impact Date

Responsibility

Target Date

Impact Date

1 2 3 4

Closed Issues ID

Issue

Resolution

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