Business Requirement Document - dpsa

Vulindlela Project Oversight II Business Requirement - Draft

Date Printed: 22 April 2004 Revision 1.1 Page 1 of 1 Last Revision: 200—04-23

Printed copies are to be used for working purposes only. The latest revision is always deemed to be the online document on: W:\vol1\intranet\Internet_FTP\Oversight\2003\GuidetoOversightReportApr.doc

Business Requirement Document

Oversight II

Created by: Ina van Aswegen Date: January 2003 Version: 1.1 - Draft




TABLE OF CONTENTS

1. SCOPE.......................................................................................................................................... 3

1.1 INTRODUCTION .................................................................................................................... 3 1.2 SCOPE .................................................................................................................................. 3

1.2.1 High – Level Scope............................................................................................................. 3 1.2.2 Explicit Scope: .................................................................................................................... 4

2. BUSINESS DEFINITIONS ............................................................................................................... 6

3. BUSINESS REQUIREMENTS ......................................................................................................... 7 3.1 DEFINITION OF PROCESSES ............................................................................................... 7

4. IT REQUIREMENTS ....................................................................................................................... 8 4.1 SCREEN REQUIREMENTS .................................................................................................... 8

4.1.1 Background: ....................................................................................................................... 8 4.1.2 Detailed requirement:.......................................................................................................... 8 4.1.3 Screen layouts:................................................................................................................... 8

4.2 REPORTING REQUIREMENTS .............................................................................................. 9 4.2.1 Background: ....................................................................................................................... 9 4.2.2 Detailed requirement and Report Layouts:............................................................................ 9

4.2.2.1 General Comments for report layouts:...........................................................................................................9 4.2.2.2 1. - Service delivery........................................................................................................................................ 13 4.2.2.3 2 - Expenditure................................................................................................................................................ 15 4.2.2.4 3 – Employment and Vacancies................................................................................................................... 20 4.2.2.5 4 – Job Evaluation.......................................................................................................................................... 22 4.2.2.6 5 - Employment Changes .............................................................................................................................. 25 4.2.2.7 6 – Employment Equity.................................................................................................................................. 28 4.2.2.8 7 – Performance Rewards............................................................................................................................. 32 4.2.2.9 8 – Foreign Workers....................................................................................................................................... 34 4.2.2.10 9 - Leave utilisation for the period 1 April 2002 to 31 March 2003......................................................... 35 4.2.2.11 10. HIV/AIDS & Health Promotion Programmes ....................................................................................... 39 4.2.2.12 11 – Labour Relations .................................................................................................................................... 40 4.2.2.13 12 - Skills development.................................................................................................................................. 42 4.2.2.14 13 – Injury on duty.......................................................................................................................................... 44 4.2.2.15 14. Utilisation of Consultants ........................................................................................................................ 45

4.3 EXTRACTION, TRANSLATE AND LOAD (ETL) RULES ..........................................................46 4.3.1 Background: ......................................................................................................................46 4.3.2 Detailed requirement:.........................................................................................................46

4.4 CHART OF ACCESS .............................................................................................................47 5. PROPOSED SOLUTION................................................................................................................48

5.1 RISKS...................................................................................................................................48 5.2 CRITICAL SUCCESS FACTORS............................................................................................48 5.3 ASSUMPTIONS ....................................................................................................................48 5.4 RETURN ON INVESTMENT ..........................................................................................................48 5.5 RECOMMENDATIONS ..........................................................................................................48

6. DOCUMENTS REFERENCED .......................................................................................................50

7. WEBSITES REFERENCED: ..........................................................................................................50

8. PEOPLE CONSULTED .................................................................................................................50

9. ANNEXURES ................................................................................................................................51 9.1 SUMMARY OF REPORT DEV ELOPMENT: ........................................................................................51




1. SCOPE

1.1 INTRODUCTION

In terms of the Public Service Regulations, 2001 (Chapter 1, Part III, Section J), specific statistics and information need to be included in the annual report. The Minister of Public Service and Administration has prescribed this requirement for all government departments within Public Service. Annual reports are produced after the end of the financial year. A Vulindlela Oversight Reporting System was developed and implemented in 2002. This system was rolled-out and a few enhancements were required to the application as well as to the Oversight format. These new requirements to the Oversight format were applied by the DPSA and a new format was published. A new application will now be developed from this new layout that will include the enhancements required from the previous application. This reporting tool will only be used to assist the users in compiling their annual reports. As the data available on the source system is not a true reflection of the actual data, users will be allowed to modify current figures and capture new values where required. This will be achieved by developing the reports in an Excel format that will allow capturing and modifications to the current available data. The Vulindlela Oversight Reporting system aims to equip and empower all the role-players in meeting the corresponding requirements of annual reporting as prescribed by the Public Service Regulations, 2001 (Chapter 1, Part III, Section J). This will be done by providing the facility to report on current figures, as on the source systems, as well as giving the role-players the opportunity to capture additional figures and to modify current figures. Reports from the system must achieve balance between presenting sufficient detail to be meaningful without overburdening the preparer or swamping the reader; focusing on critical outputs with accurate and timely date, presented attractively and concisely. This project will be developed in two phases. The requirements in this document will only be for the first phase of the project. Refer to the Recommendations (Section 5.5) for detail on the second phase.

1.2 SCOPE

1.2.1 High – Level Scope

The facilitation of annual reports, in compliance with the requirements of the regulation in terms of the following:

q Service delivery q Expenditure q Employment and vacancies




q Job evaluation q Employment changes q Employment Equity q Performance Rewards q Foreign workers q Leave utilisation q HIV/AIDS & Health Promotion Programmes q Labour relations q Skills development q Injury on duty q Utilisation of Consultants

The above will be undertaken for both Provincial and National Departments. The product will be made user-friendly to both the report capturers and readers and will add value by offering the convenience of

q remote access (via the web) q prepopulation of the relevant actual values, as recorded on the source

system 1.2.2 Explicit Scope:

1. Provision of reports according to the prescribed format with figures as extracted

from source system. 2. Ability to download reports to Excel where the specific reports can be modified with

figures that would be published in the annual report. Single download for all reports mentioned in prescribed format.

3. Provision of blank reports where the data is not available on the source system to allow for the capturing of the required data.

4. A menu application with buttons to allow for downloads for various reports and selection of documentation.

5. Reports in a specific grouping should be linked, i.e. all reports under the group header Expenditure should be shown as one report with different sections/tables/reports on one worksheet.

6. Formulas in the reports should be protected. 7. Metadata, Help and a training manual must be available on-line. 8. Provision for role-based security, in terms of access to and modification of submitted

information. 9. Each user should only have limited access to the information of his/her related

department. Summary tables should be available to all users. No access restrictions will be required on the summary tables.

10. User information should be updated/captured on ADS (security system). 11. Email addresses would be required for all users on red networks (refer Business

definition section), as information would be sent to these users via email. 12. No history prior to 1 April 2002 will be kept or loaded into the application. All

new/current records should be kept – nothing must be overwritten. Records from new extractions from source system/s should only be added to existing records. History will be built from this stage/date forward.

13. Formatting of the reports in the desired format for the annual report, should be done by the users.




14. Summary tables should be provided in the following hierarchy: RSA National/Province Cluster/Sector Department




2. BUSINESS DEFINITIONS

Keywords pertaining to the document and its contents / descriptions / definitions:

Refer Oversight Phase I Documentation: M:/Business Analysis/Business Requirements/Oversight/Oversight Bus Req Version 1.4

Keyword Description Red network Private/Protected Network




3. BUSINESS REQUIREMENTS

3.1 DEFINITION OF PROCESSES

Refer Oversight Phase I Documentation:

M:/Business Analysis/Business Requirements/Oversight/Oversight Bus Req Version 1.4




4. IT REQUIREMENTS

4.1 SCREEN REQUIREMENTS

4.1.1 Background:

A requirement was identified to provide reports in the format as prescribed by the Public Service Regulations, 2001 (Chapter 1, Part III, Section J). All data should be extracted from the source system, Persal, to populate these reports. Allowance should be made for the capturing of additional information required by the regulations for annual reporting that is not captured on the source system, as well as for the modification of figures as extracted from the source system. This will be achieved by developing an application where reports with the current available data will be produced and blank reports will be produced where no data is available on the source system. 4.1.2 Detailed requirement:

The following requirements were identified:

• Controlled user access to the Vulindlela web page via a sign-on screen • Reports to be developed according to requirements specified in section 4.2. to be

available for download to Excel. One download button should be available with a complete set of reports for each department.

• Documentation (metadata, help and training manual) should be available online as well as with full printing facilities.

• Menu with the following options should be available: o Download for department (all reports, including blank reports) o Download for summary reports

§ RSA § National / Province § Cluster/Sector § Department

o Metadata o Explanatory Notes o Training Manual

4.1.3 Screen layouts:

Screen with menu options should be developed according to Vulindlela screen development standards.




4.2 REPORTING REQUIREMENTS

4.2.1 Background:

Annual reports are produced after the end of the financial year. According to the Regulations there is prescribed formats for these reports.

The Vulindlela Oversight Reporting system aims to equip and empower all the role-players in meeting the corresponding requirements of annual reporting as prescribed by the Public Service Regulations, 2001 (Chapter 1, Part III, Section J). This will be done by providing the facility to report on current figures, as on the source systems, as well as giving the role-players the opportunity to capture additional figures and to modify current figures. 4.2.2 Detailed requirement and Report Layouts:


• Full printing facility of all reports (Printing of the reports will not be available on the online web page from where downloads will be requested. It will only be available after the download of reports)

• Formulas in reports should be protected. • Users should be allowed to change the format (Fonts, colours, etc) of the reports for

preparation for the annual report. • Reports are grouped on a high-level, e.g. all reports related to expenditure are

grouped together. All reports within such a high-level grouping should be linked together to be shown as one group of reports. E.g. should reports be displayed in Excel, all linked reports should be shown on one worksheet.

• Summary reports should be available in the following hierarchy: RSA National/Province Cluster Department

• Summary reports will be in the same format as the reports specified below. It should show the totals as requested from the hierarchy.

• According to the Oversight report (as published by the DPSA) the following reports will be required:

4.2.2.1 General Comments for report layouts:

• Dates in the heading of all the reports/tables should be as follows:

Heading as on Oversight Report Heading as on Application 2002/2003 For the reporting period 31 March 2003 As at the end of reporting period 1 April 2002 to 31 March 2003 For the reporting period 1 April 2002 As at the start of the reporting

period




• Number of employees will be the number of Persal numbers in service at a specific time. Duplicate Persal Numbers will only count as one number of employees.

• All reports with a reference to posts will show a split between temporary and permanent posts. Only active approved posts will be counted.

o The following post status codes will be used to indicate temporary posts: 04: Temporary 05: Contract 08: Casual Labour, M 09: Casual Labour, D 10: Casual Labour, H 19: Services, temporary 26: CS Educator, temporary 28: CS Educator, relieve 30: Education Specialist, temporary 34: Part time Teacher

o The following post status codes will be used to indicate permanent posts (approved establishment: 1: Active, filled 2: Lent 6: Frozen 7: Active, vacant 8: Additional (vacant/filled)

o Posts occupied by personnel with temporary appointments, are labelled "Temporary". All other posts are labelled "Permanent". The total number of posts is the sum of the "Temporary" and "Permanent" categories.

o The following nature of appointments do not occupy posts and are excluded: 5.1 Periodical remunerations 5.2 Abnormal appointments

• Salary bands: The following levels will be linked to each salary band description as per report layouts:

o Lower skilled = Salary levels 1 –2 o Skilled = Salary levels 3 –5 o Highly skilled production = Salary levels 6 – 8 o Highly skilled supervision = Salary levels 9 –12 o Senior and Top Management = Salary levels 13 – 16 o Other = All salary levels not included above

and everything above Salary level 16 • When a report layout refers to Senior Management Service Band A – D, the

following Salary levels will be linked: o Senior Management Service Band A = Salary level 13 o Senior Management Service Band B = Salary level 14 o Senior Management Service Band C = Salary level 15 o Senior Management Service Band D = Salary level 16

• The following notch variations will be applicable to the different salary levels for specific groupings of employees (Refer to Attachment for detail on the formatting of the notches):

Educators: Min Notch Max Notch Salary Level 36630.00 42989.99 03




42990.00 50858.99 04 50859.00 62963.99 05 62964.00 78428.99 06 78429.00 97406.99 07 97407.00 116309.99 08 116310.00 145178.99 09 145179.00 169364.99 10 169365.00 203852.99 11 203853.00 226833.99 12 Normal government employees: Min Notch Max Notch Salary Level 28295.00 31694.99 01 31695.00 36404.99 02 36405.00 42722.99 03 42723.00 50540.99 04 50541.00 62567.99 05 62568.00 77936.99 06 77937.00 96791.99 07 96792.00 115574.99 08 15575.00 144254.99 09 144255.00 168293.99 10 168294.00 202550.99 11 202551.00 329948.99 12 329949.00 400385.99 13 400386.00 478688.99 14 478689.00 616541.99 15 616542.00 16 Normal Government 5/8 employees: Min Notch Max Notch Salary Level 17685.00 19808.99 01 19809.00 22751.99 02 22752.00 26702.99 03 26703.00 31586.99 04 31587.00 39104.99 05 39105.00 48710.99 06 48711.00 60494.99 07 60495.00 72233.99 08 72234.00 90158.99 09 90159.00 105182.99 10 105183.00 126593.99 11 126594.00 140865.00 12 Normal Government 6/8 employees 21222.00 23771.99 01




23772.00 27302.99 02 27303.00 32042.99 03 32043.00 37904.99 04 37905.00 46925.99 05 46926.00 58451.99 06 58452.00 72593.99 07 72594.00 86681.99 08 86682.00 108191.99 09 108192.00 126221.99 10 126222.00 151913.99 11 151914.00 169038.00 12




4.2.2.2 1. - Service delivery All departments are required to develop a Service Delivery Improvement (SDI) Plan. The following tables reflect the components of the SDI plan as well as progress made in the implementation of the plans. Note: The following reports (Table 1.1, 1.2, 1.3, 1.4 and 1.5) will only be developed as blank reports. The departments will export the blank reports to Excel where they will be able to capture their own data. Table 1.1 - Main service for service delivery improvement and standards Main services Actual customers Potential

customers Standard of service Actual achievement

against standards

Table 1.2 - Consultation arrangements for customers Type of arrangement Actual Customer Potential Customer Actual achievements

Table 1.3- Service delivery access strategy Access Strategy Actual achievements

Table 1.4 - Service information tool Types of information tool Actual achievements




Table 1.5 - Complaint mechanism Complaint Mechanism Actual achievements




4.2.2.3 2 - Expenditure Departments budget in terms of clearly defined programmes. The following tables summarise final audited expenditure by programme (Table 2.1) and by salary bands (Table 2.2). In particular, it provides an indication of the amount spent on personnel costs in terms of each of the programmes or salary bands within the department. TABLE 2.1 – Personnel costs by programme, 2002/ 03

Programme Total Expenditure

(R’000)

Personnel Expenditure

(R’000)

Training

Expenditure (R’000)

Professional and Special

Services (R’000)

Personnel cost as a

percent of total

expenditure

Average personnel

cost per employee

(R’000) A B C D E F B/A*100 B/No of

employees in pgm as captured in additional column

Total G H I J K L H/G*100 H/Total No of

employees as captured in additional column

Detail: This report (detail in columns A, B, C and D) will only show data as extracted from the financial systems. No information from Persal will be shown. Note that the programmes shown are as from the financial systems. An additional column should be added to indicate the number of personnel per programme as this information is not available on the financial systems. Columns E and F will be calculated according to the formula as per layout above. Detail in the TOTAL row (Column G,H,I,J) will be calculated from detail rows. Columns K and L will be calculated as per the values in the total row (Refer report layout for calculation). Persons in posts coupled to more than one objective were proportionally divided between the relevant programmes. TABLE 2.2 – Personnel costs by salary bands, 2002/ 03

Salary bands Personnel Expenditure (R’000)

% of total personnel cost Average personnel cost per employee

(R’000) Lower skilled (Levels 1-2) A B C Skilled (Levels 3-5) A/D*100 A/No of employees

in salary band Highly skilled production (Levels 6-8)

Highly skilled supervision (Levels 9-12)

Senior management (Levels




13-16) Other Total D E F

D/Total no of employees

Detail: All data in this report will be built from the Persal Extraction workfiles. The total of column B (E) (% of total personnel cost) should add to 100%. It is not a calculation. Note: The following tables provide a summary by programme (Table 2.3) and salary bands (Table 2.4), of expenditure incurred as a result of salaries, overtime, home owners’ allowances and medical aid. In each case, the table provides an indication of the percentage of the personnel budget that was used for these items. TABLE 2.3 – Salaries, Overtime, Home Owners Allowance and Medical Aid by programme, 2002/ 03

Salaries Overtime Home Owners Allowance

Medical Assistance Programme

Amount (R’000

Salaries as a % of

personnel cost

Amount (R’000)

Overtime as a % of

personnel cost

Amount (R’000)

HOA as a % of personnel

cost

Amount (R’000)

Medical Assistance

as a % of personnel

cost A B C D E F G H A/(Column

B of table 2.1) *100

C/(Column B of table 2.1) *100

E/(Column B of table 2.1) *100

G/(Column B of table 2.1) *100

Total

Detail: All data as extracted from Persal. Salaries refer to the basic salaries. Column B of table 2.1 refer to the total personnel expenditure per programme. The following item codes will be classified as salaries, overtime, home owners allowance and medical aid:

Salaries:

Item Code Item Description

Allowance Code Allowance Description Status Date

9010 SALARIES VIA

PERSAL 0001 BASIC SALARY A 27/02/98 0002 BASIC SALARY: BACKDATED A 01/12/93 0003 HOURLY / DAILY REMUNERATION A 27/02/98

0004 HOURLY / DAILY REMUNERATION: ADDITIONAL A 28/02/98

0092 LWP PAYMENT A 01/01/90 0095 MILITARY PAY I 01/12/98 0096 APRIL 1990 ALLOWANCE I 01/12/98




0097 APRIL 1990 ALLOWANCE ARREARS I 02/01/99 0099 APRIL 1990 ALLOWANCE BACKDATED I 01/12/98 0101 LWP RECOVERY A 01/12/93 0102 BASIC SALARY ARREARS A 01/12/93 0268 SPECIAL PROJECT ID I 01/05/99

0308 ALLOWANCE: POLITICAL OFFICE-BEARERS A 01/03/00

0317 SPEED PROJECT I 29/02/00

0460 3697 IRP5 ACCUMULATIONS AMENDMENTS A 01/08/01

0467 ARBITRATION AWARD - NON TAXABLE A 02/10/01 0475 ARBITRATION AWARD TAXABLE A 01/02/02 9999 OTHER ALLOWANCES I 29/08/91

9220 SALARIES: JUDGES

REMUNERATION 0406 REMUNERATION: JUDGES A 01/01/00

Overtime



9510 OVERTIME 0011 OVERTIME A 01/12/93 0070 OVERTIME NURSING STAFF I 01/03/93 0169 OVERTIME NON-PROGRAMMATICALLY A 01/12/93

0202 OVERTIME NON-PROGRAMMATICALLY-TRANSPORT I 01/12/98

0263 ADDITIONAL REMUNERATION I 25/10/96

0313 ADDITIONAL REMUNERATION NON-PROG MEDICAL I 29/02/00

0353 FIXED OVERTIME DENTIST/MEDICAL PERSONNEL I 03/07/96

0398 OVERTIME - CORRECTIONAL SERVICES A 01/06/99

0399 ABNORMAL OVERTIME - CORRECTIONAL SERVICES A 01/06/99

0400 STANDBY OVERTIME - CORRECTIONAL SERVICES A 01/06/99

0413 OVERTIME - NON PROGR - CORRECTIONAL SERVICES A 01/01/00

0516 ABN OVERTIME EXC 30% BASIC SALARY - CORRECTIONAL SERVICES A 10/10/02

Home Owners Allowance



9410 HOME OWNERS

ALLOWANCE 0008 HOUSING SUBSIDY I 07/11/94 0009 HOUSING SUBSIDY - ADDITIONAL I 01/12/93 0021 SUPPLEMENTARY SUBSIDY A 01/10/92 0083 HOME OWNERS ALLOWANCE A 01/01/90 0111 NATIONAL HOUSING ALLOWANCE I 01/05/99 0120 STATE CONTRIBUTION HOUSING (NT) I 01/05/99

0136 HOME OWNERS ALLOWANCE - ADDITIONAL A 02/12/93




0312 HOME OWNERS ALLOWANCE - ADDITIONAL TO RENT I 31/12/99

0318 HOUSE ALLOWANCE - VENDA I 02/03/95

0393 HOME OWNERS ALLOWANCE - DEPT COMMUNICATIONS A 01/11/98

0415 HOUSING ALLOWANCE - PARLIAMENT AND LEGISLATURES A 30/10/02

0416 RENTAL ALLOWANCE - PARLIAMENT AND LEGISLATURES A 02/10/00

0424 HOUSING ALLOWANCE - SMS A 02/11/00 0453 HOUSING ALLOWANCE (SMS U4) A 01/06/01 0519 INTEREST ON MORTGAGE A 04/12/02

Medical Aid Employer Contribution



9720 MEDICAL FUND 0322 MEDICAL MEMBER CONTRIBUTION I 12/04/95 9994 MEDICAL EMPLOYER CONTRIBUTION A 01/03/96

Please note that only the Item codes will be used to populate the report. The Allowance codes on the above-mentioned table are only for information. TABLE 2.4 – Salaries, Overtime, Home Owners Allowance and Medical Aid by salary bands, 2002/ 03

Salaries Overtime

Home Owners Allowance

Medical Assistance Salary Bands

Amount (R’000

Salaries as a % of personnel cost

Amount (R’000)

Overtime as a % of personnel cost

Amount (R’000)

HOA as a % of personnel cost

Amount (R’000)

Medical Assistance as a % of personnel cost

Lower skilled (Levels 1-2)

A B C D E F G H

Skilled (Levels 3-5)

A/(Column A of table 2.2) *100

C/(Column A of table 2.2) *100

E/(Column A of table 2.2) *100

G/(Column A of table 2.2) *100

Highly skilled production (Levels 6-8)


Senior management (Levels 13-16)

Other Total

Detail: Salaries refer to the basic salaries. Column A of table 2.2 is the total personnel expenditure per salary band.




Refer to table 2.3 for detail in the item codes to be used to classify salaries, overtime, home owners allowance and medical aid. Note: The totals of table 2.3 and 2.4 should balance




4.2.2.4 3 – Employment and Vacancies The tables in this section summarise the position with regard to employment and vacancies. The following tables summarise the number of posts on the establishment, the number of employees, the vacancy rate, and whether there are any staff that are additional to the establishment. This information is presented in terms of three key variables:- programme (Table 3.1), salary band (Table 3.2) and critical occupations (Table3.3).Departments have identified critical occupations that need to be monitored. Table 3.3 provides establishment and vacancy information for the key critical occupations of the department. In terms of current regulations, it is possible to create a post on the establishment that can be occupied by more than one employee. Therefore, the vacancy rate reflects the percentage of posts that are not filled. TABLE 3.1 – Employment and vacancies by programme, 31 March 2003

Programme Number of posts Number of posts filled

Vacancy Rate Number of posts filled additional to the

establishment A B C D (A-B)/A*100 Total

Detail: Posts coupled to more than one objective should be proportionally divided between the relevant programmes. TABLE 3.2 – Employment and vacancies by salary bands, 31 March 2003

Salary band Number of posts Number of posts filled


establishment Lower skilled (Levels 1-2)

A B C D


(A-B)/A*100




Other Total

Detail: Posts coupled to more than one objective should be proportionally divided between the relevant programmes.




TABLE 3.3 – Employment and vacancies by critical occupation, 31 March 2003 Critical occupations

Number of posts Number of posts filled


establishment A B C D (A-B)/A*100 Total

Detail: Critical occupation refers to the Unit Occupational Levels. A complete list with all unit occupational classifications should be provided on the report. The reports should be exported to Excel where the users will then select only the top five unit occupational levels to be shown on this report. The information in each case reflects the situation as at 31 March 2003. For an indication of changes in staffing patterns over the year under review, please refer to section 5 of this report.




4.2.2.5 4 – Job Evaluation The Public Service Regulations, 1999 introduced job evaluation as a way of ensuring that work of equal value is remunerated equally. Within a nationally determined framework, executing authorities may evaluate or re-evaluate any job in his or her organisation. In terms of the Regulations all vacancies on salary levels 9 and higher must be evaluated before they are filled. This was complemented by a decision by the Minister for the Public Service and Administration that all SMS jobs must be evaluated before 31 December 2002. The following table (Table 4.1) summarises the number of jobs that were evaluated during the year under review. The table also provides statistics on the number of posts that were upgraded or downgraded. TABLE 4.1 – Job Evaluation, 1 April 2002 to 31 March 2003

Posts Upgraded Posts downgraded Number of posts

Number of Jobs

Evaluated

% of posts

evaluated by salary

bands

Number % of posts evaluated

Number % of posts

evaluated


A B C D E F G

Skilled (Levels 3-5) B/A*100 D/B*100 F/B*100 Highly skilled production (Levels 6-8)


Senior Management Service Band A

Senior Management Service Band B

Senior Management Service Band C

Senior Management Service Band D

Total

Detail: All keyscales that fit into a salary band should be displayed per salary band. Totals per salary band must be included. All data will be extracted from Persal – no exceptions will be made on extraction. The procedure for posts on Persal to be upgraded or downgraded is as follows:

• The department creates new upgraded post and employee is moved to that post. Reason for creation = upgrade

• The department abolishes old post. Reason for abolishment = upgraded • There currently is no relation between the old and new post.

The salary level can be derived from the salary level scales codes. Persal currently investigates the possibility to display the salary level on the post file for post information and the salary file for employee information.




The following table provides a summary of the number of employees who’s own positions were upgraded due to their post being upgraded. The number of employees might differ from the number of posts upgraded since not all employees are automatically absorbed into the new posts and some of the posts upgraded could also be vacant. TABLE 4.2 – Profile of employees whose positions were upgraded due to their posts being upgraded, 1 April 2002 to 31 March 2003

Beneficiaries African Asian Coloured White Total Female Male Total

Employees with a disability

Detail: This report will be developed as a blank report where the user will be able to export the blank report to Excel where he will be able to complete the correct information. Employees with disabilities – The number of disabled people will be displayed at the bottom of the report just to show the number included in the top part of the report. The following table summarises the number of cases where remuneration levels exceeded the grade determined by job evaluation. Reasons for the deviation are provided in each case. TABLE 4.3 – Employees whose salary level exceed the grade determined by job evaluation, 1 April 2002 to 31 March 2003 (in terms of PSR 1.V.C.3)

Occupation Number of employees

Job evaluation level

Remuneration level

Reason for deviation

A B C D Total Number of Employees whose salaries exceeded the level determined by job evaluation in 2002/ 03

E (Sum of A)

Percentage of total employment E/No of employees in dept * 100

Detail: This report will be developed as a blank report where the user will be able to export the blank report to Excel where he will be able to complete the correct information.




Table 4.4 summarises the beneficiaries of the above in terms of race, gender, and disability. TABLE 4.4 – Profile of employees whose salary level exceed the grade determined by job evaluation, 1 April 2002 to 31 March 2003 (in terms of PSR 1.V.C.3)

Beneficiaries African Asian Coloured White Total Female Male Total

Employees with a disability

[If there were no cases where the remuneration bands exceeded the grade determined by job evaluation, use the following table as TABLE 4.3]

Total Number of Employees whose salaries exceeded the level determined by job evaluation in 2002/ 03

None

Detail: This report will be developed as a blank report where the user will be able to export the blank report to Excel where he will be able to complete the correct information.




4.2.2.6 5 - Employment Changes This section provides information on changes in employment over the financial year. Turnover rates provide an indication of trends in the employment profile of the department. The following tables provide a summary of turnover rates by salary band (Table 5.1) and by critical occupations (Table 5.2). (These "critical occupations" should be the same as those listed in Table 5.3) Note: All tables in section 5 (5.1 – 5.5): When referring to the number of employees, it is implied that we refer to the number of employees at the beginning of the period. TABLE 5.1 – Annual turnover rates by salary band for the period 1 April 2002 to 31 March 2003

Salary Band Number of employees per

band as on 1 April 2002

Appointments and transfers into the

department

Terminations and transfers out of the department

Turnover rate

Lower skilled (Levels 1-2) A B C D Skilled (Levels 3-5) C/A *100 Highly skilled production(Levels 6-8)

Highly skilled supervision(Levels 9-12)

Senior Management Service Band A

Senior Management Service Band B

Senior Management Service Band C

Senior Management Service Band D

Total Detail: This report should be split into two reports. The first report will only show all appointments and terminations. The next will show all transfers into and out of a department. TABLE 5.2 – Annual turnover rates by critical occupation for the period 1 April 2002 to 31 March 2003

Occupation: Number of employees per

occupation

Appointments and transfers into the

department

Terminations and transfers out of the department

Turnover rate

A B C D

C/A *100

Total




Detail: Critical occupation refer to the Unit Occupational Level as from Persal. A complete list with all unit occupational classifications should be provided on the report. The users will then select only the top five to be shown on this report. Table 5.3 identifies the major reasons why staff left the department. Table 5.3 – Reasons why staff are leaving the department

Termination Type Number % of total Death A B Resignation A/C*100 Expiry of contract Dismissal – operational changes Dismissal – misconduct Dismissal – inefficiency Discharged due to ill-health Retirement Other Transfers to other Public Service Departments

Total C Total number of employees who left as a % of the total employment

D C/Total number of employees (From 5.1) *100

Detail: Refer to the Termination Reason table in Persal Table 5.4 – Promotions by critical occupation Occupation: Employees

as at 1 April 2002

Promotions to another salary

level

Salary level promotions as a %

of employees by occupation

Progressions to another notch within a salary

level

Notch progressions as a % of employees by

occupation A B C D E B/A*100 D/A*100 Total

Detail: Critical occupation refer to the Unit Occupational Level as from Persal A complete list with all unit occupational classifications should be provided on the report. The users will then select only the top five to be shown on this report.




Table 5.5 – Promotions by salary band Salary Band Employees

1 April 2002 Promotions to another salary

level

Salary bands promotions as a %

of employees by salary level

Progressions to another notch within a salary

level

Notch progressions as

a % of employees by

salary band Lower skilled (Levels 1-2)

A B C D E


B/A*100 D/A*100


Highly skilled supervision (Levels9-12)

Senior management (Levels13-16)

Total

Detail:




4.2.2.7 6 – Employment Equity The tables in this section are based on the formats prescribed by the Employment Equity Act, 55 of 1998. 6.1 Total number of employees (including employees with disabilities) in each of the following occupational categories (SASCO), 31 March 2003

Male Female Total Occupational categories

African Coloured Indian White African Coloured Indian White Legislators, senior officials and managers

Professionals Technicians and associate professionals

Clerks Service and sales workers

Skilled agriculture and fishery workers

Craft and related trades workers

Plant and machine operators and assemblers

Elementary occupations

Total Employees with disabilities

Detail: Occupational Categories refer to the classification of occupations as referenced in the reports from function 7.2.5 from Persal. Each department should request a report 7.2.5 from Persal for the detail on their specific Occupational categories. 6.2 Total number of employees (including employees with disabilities) in each of the following occupational bands, 31 March 2003

Male Female Occupational Bands African Coloured Indian White African Coloured Indian White Total Top Management Senior Management Professionally qualified and experienced specialists and mid-management

Skilled technical and academically qualified workers, junior management, supervisors, foreman




and superintendents Semi-skilled and discretionary decision making

Unskilled and defined decision making

Total

Detail: The occupational bands refer to the groupings of salary levels as applied in the rest of the document. The groupings are as follows: Top Management 15-16 Senior Management 13-14 Professionally qualified 9-12 Skilled technical 6-8 Semi-skilled 3-5 Unskilled 1-2

6.3 Recruitment for the period 1 April 2002 to 31 March 2003


Skilled technical and academically qualified workers, junior management, supervisors, foreman and superintendents

Semi-skilled and discretionary decision making


Total

Employees with disabilities

Detail: Recruitment refer to appointments 6.4 Promotions for the period 1 April 2002 to 31 March 2003

Male Female Occupational Bands African Coloured Indian White African Coloured Indian White Total Top Management Senior Management Professionally




qualified and experienced specialists and mid-management Skilled technical and academically qualified workers, junior management, supervisors, foreman and superintendents




Detail: Only salary level promotions should be included. This table should balance to table 5.4 column salary level promotions. 6.5 Terminations for the period 1 April 2002 to 31 March 2003


Skilled technical and academically qualified workers, junior management, supervisors, foreman and superintendents







6.6 Disciplinary action for the period 1 April 2002 to 31 March 2003 Male Female African Coloured Indian White African Coloured Indian White Total

Disciplinary action Detail: Misconduct data as referred to in Persal extraction. All cases that were closed within this period should be downloaded. If a case is still open, the record must be ignored. 6.7 Skills development for the period 1 April 2002 to 31 March 2003

Male Female Occupational categories

African Coloured Indian White African Coloured Indian White Total Legislators, senior officials and managers

Professionals Technicians and associate professionals

Clerks Service and sales workers

Skilled agriculture and fishery workers

Craft and related trades workers

Plant and machine operators and assemblers

Elementary occupations


Note: This report will only be developed as a blank report. The departments will export the blank report to Excel where they will be able to capture their own data.




4.2.2.8 7 – Performance Rewards To encourage good performance, the department has granted the following performance rewards during the year under review. The information is presented in terms of race, gender, and disability (Table 6.1), salary bands (table 6.2) and critical occupations (Table 6.3). TABLE 7.1 – Performance Rewards by race, gender, and disability, 1 April 2002 to 31 March 2003

Beneficiary Profile Cost Number of

beneficiaries Total number of

employees in group

% of total within group

Cost (R’000)

Average cost per

employee African A B C D E Male A/B*100 D/A Female Asian Male Female Coloured Male Female White Male Female Employees with a disability

Total F G H I J Detail: TABLE 7.2 – Performance Rewards by salary bands for personnel below Senior Management Service, 1 April 2002 to 31 March 2003

Salary Bands Beneficiary Profile Cost Number of

beneficiaries Number of employees

% of total within salary

bands

Total Cost (R’000)

Average cost per

employee

Total cost as a % of the total

personnel expenditure


A B C D E F

Skilled (Levels 3-5) A/B*100 D/A D/Personnel cost from Table 2.2 * 100



Total G H I J K L Detail:




TABLE 7.3 – Performance Rewards by critical occupations, 1 April 2002 to 31 March 2003

Critical Occupations

Beneficiary Profile Cost

Number of beneficiaries

Number of employees

% of total within occupation


Average cost per employee

A B C D E A/B*100 D/A Total F G H I J

Detail: TABLE 7.4 – Performance related rewards (cash bonus), by salary band, for Senior Management Service, 1 April 2002 to 31 March 2003

Beneficiary Profile


Average cost per employee

Total cost as a % of the total personnel expenditure

Salary Band

Number of beneficiaries

Number of employees

% of total within band

Band A A B C D E F Band B A/B*100 D/A D / Personnel

cost by Band A-D * 100

Band C Band D Total G H I J K L

Detail: Add an additional column with the personnel costs per Band A, B, C, and D. Use this column for the calculation of F.




4.2.2.9 8 – Foreign Workers The tables below summarise the employment of foreign nationals in the department in terms of salary bands and by major occupation. The tables also summarise changes in the total number of foreign workers in each salary band and by each major occupation. TABLE 8.1 – Foreign Workers, 1 April 2002 to 31 March 2003, by salary band

1 April 2002 31 March 2003 Change Salary Band Number % of

total Number % of

total Number %

change Lower skilled (Levels 1-2) A B C D E F Skilled (Levels 3-5) A/G*100 C/I*100 E/K*100 Highly skilled production (Levels 6-8)



Total G H I J K L

Detail: Refer to citizenship data where the codes are – 10, 12 and anything greater than 12 TABLE 8.2 – Foreign Worker, 1 April 2002 to 31 March 2003, by major occupation

1 April 2002 31 March 2003 Change Major Occupation Number % of total Number % of total Number %

change A B C D E F A/G*100 C/I*100 E/K*100 Total G H I J K L

Detail: Major occupation refers to the occupational classifications. It is NOT the same as critical occupation.




4.2.2.10 9 - Leave utilisation for the period 1 April 2002 to 31 March 2003 The Public Service Commission identified the need for careful monitoring of sick leave within the public service. The following tables provide an indication of the use of sick leave (Table 9.1) and disability leave (Table 9.2). In both cases, the estimated cost of the leave is also provided. NOTE: Please note the dates on the leave reports – it is for the leave cycle and not per financial year TABLE 9.1 – Sick leave, 1 April 2002 to 31 March 2003

Salary Band Total days % days with medical

certification

Number of Employees using sick

leave

% of total employees using sick

leave

Average days per

employee

Estimated Cost (R’000)


A B C D E F

Skilled (Levels 3-5) Total number of days with certification / A *100

C / I *100 A / C Refer below for calculation


Highly skilled supervision (Levels9-12)


Total G H I J K L

Detail: Calculation of column F: Check the value of the workday indicator. If the value of the workday = 0 or 1 it would indicate that only weekdays are to be taken into account in the calculation, thus the calculation as follows: Notch / 261 * Number of days If the value of the workday = 2, it would indicate that all days of the week are to be taken into account in the calculation, thus the calculation as follows: Notch / 365 * Number of days (Notch should be derived from each person’s personal notch. All notches should be added together and then divided by the number of employees with sick leave. For SMS employees the basic salary should be used and not the notch). TABLE 9.2 – Disability leave (temporary and permanent), 1 April 2002 to 31 March 2003

Salary Band Total days taken

% days with medical

certification

Number of Employees

using disability

leave

% of total employees

using disability

leave

Average days per

employee

Estimated Cost (R’000)


A B C D E F




Skilled (Levels 3-5) Total number of days with certification / A *100

C / I *100 A / C Refer below for calculation




Total G H I J K L

Detail: Calculation of column F: Check the value of the workday indicator. If the value of the workday = 0 or 1 it would indicate that only weekdays are to be taken into account in the calculation, thus the calculation as follows: Notch / 261 * Number of days If the value of the workday = 2, it would indicate that all days of the week are to be taken into account in the calculation, thus the calculation as follows: Notch / 365 * Number of days (Notch should be derived from each person’s personal notch. All notches should be added together and then divided by the number of employees with sick leave. For SMS employees the basic salary should be used and not the notch). Table 9.3 summarises the utilisation of annual leave. The wage agreement concluded with trade unions in the PSCBC in 2000, requires management of annual leave to prevent high levels of accrued leave being paid at the time of termination of service. TABLE 9.3 – Annual Leave, 1 April 2002 to 31 March 2003

Salary Bands Total days taken Average per employee


A B

Skilled Levels 3-5) A/Number of Employees in salary band




Total C D Detail:




TABLE 9.4 – Capped leave, 1 January 2002 to 31 December 2002

Salary Bands Total days of capped leave taken

Average number of days taken per

employee

Average capped leave per

employee as at 31 December 2002


A B C

Skilled Levels 3-5) A/D E/D Highly skilled production (Levels 6-8)



Total F G H Detail: Add two additional columns to this report in the application. The two columns should be as follows:

D Number of employees as at 31 December 2002 E Total number of capped leave available as at 31 December 2002 TABLE 9.5 – Leave payouts for the period 1 April 2002 till 31 March 2003 The following table summarises payments made to employees as a result of leave that was not taken. Note the date in this report – dates as per financial year

REASON Total Amount (R’000)

Number of Employees

Average payment per employee

Leave payout for 2002/03 due to non-utilisation of leave for the previous cycle

A B C

Capped leave payouts on termination of service for 2002/03

A / B

Current leave payout on termination of service for 2003/03

Total D E F

Detail: Only the expenditure will be shown with no relation to the leave cycles. The following codes should be used for the different leave payouts:

• Leave payout for 2002/03 due to non-utilisation of leave for the previous cycle: Leave category 70 DISCOUNTING (WORK DAYS), Leave sub category: 700 UNUSED VACATION CYCLE CREDITS (WORK DAYS) Allowance code 0060 must be used, but remember leave must be loaded for the specific record.

• Capped leave payouts on termination of service for 2002/03 :

Normal leave gratuity with death and retirement

• Current leave payout on termination of service for 2002/03 :




Leave category : 70 DISCOUNTING (WORK DAYS), Leave sub category : 707 DISCOUNTING WITH RESIGNATION (WORK DAYS) Allowance code 0060 must be used, but remember leave must be loaded for the specific record.




4.2.2.11 10. HIV/AIDS & Health Promotion Programmes Note: The following reports will only be developed as blank reports. The departments will export the blank reports to Excel where they will be able to capture their own data. TABLE 10.1 – Steps taken to reduce the risk of occupational exposure Units/categories of employees identified to be at high risk of contracting HIV & related diseases (if any)

Key steps taken to reduce the risk

TABLE 10.2 – Details of Health Promotion and HIV/AIDS Programmes (tick the applicable boxes and provide the required information) Question Yes No Details, if yes 1. Have the department designated a member of the SMS to implement the provisions contained in Part VI E of Chapter 1 of the Public Service Regulations, 2001? If so, provide her/his name and position.

2. Do the department have a dedicated unit or have you designated specific staff members to promote the health and well being of your employees? If so, indicate the number of employees who are involved in this task and the annual budget that is available for this purpose.

3. Have the department introduced an Employee Assistance or Health Promotion Programme for your employees? If so, indicate the key elements/services of this Programme.

4. Have the department established (a) committee(s) as contemplated in Part VI E.5 (e) of Chapter 1 of the Public Service Regulations, 2001? If so, please provide the names of the members of the committee and the stakeholder(s) that they represent.

5. Have the department reviewed the employment policies and practices of your department to ensure that these do not unfairly discriminate against employees on the basis of their HIV status? If so, list the employment policies/practices so reviewed.

6. Have the department introduced measures to protect HIV-positive employees or those perceived to be HIV-positive from discrimination? If so, list the key elements of these measures.

7. Do the department encourage its employees to undergo Voluntary Counselling and Testing? If so, list the results that you have you achieved.

8. Have the department developed measures/indicators to monitor & evaluate the impact of your health promotion programme? If so, list these measures/indicators.




4.2.2.12 11 – Labour Relations The following collective agreements were entered into with trade unions within the department. Note: The following report will only be developed as a blank report. The departments will export the blank report to Excel where they will be able to capture their own data. TABLE 11.1 – Collective agreements, 1 April 2002 to 31 March 2003

Subject Matter Date

If there were no agreements, then use the following table

Total collective agreements

None

The following table summarises the outcome of disciplinary hearings conducted within the department for the year under review. TABLE 11.2 – Misconduct and discipline hearings finalised, 1 April 2002 to 31 March 2003

Outcomes of disciplinary hearings

Number % of total

Correctional counselling A B Verbal warning A/C*100 Written warning Serious written warning Final written warning Suspended without pay Fine Demotion Dismissal Not guilty Case withdrawn Total C

If there were no disciplinary hearings, then use the following table

Disciplinary hearings – 2002/ 03 None Detail: This report should balance to report/table 6.6 with disciplinary actions. Note: The following report will only be developed as a blank report. The departments will export the blank report to Excel where they will be able to capture their own data.




TABLE 11.3 – Types of misconduct addressed at disciplinary hearings, 1 April 2002 to 31 March 2003 Type of misconduct Number % of total Total

TABLE 11.4 – Grievances lodged for the period 1 April 2002 to 31 March 2003 Number % of Total Number of grievances resolved Number of grievances not resolved Total number of grievances addressed

Detail: Confirm if data available on Persal TABLE 11.5 – Disputes lodged with Councils for the period 1 April 2002 to 31 March 2003 Number % of Total Number of disputes upheld Number of disputes dismissed Total number of disputes addressed

Detail: Confirm if data available on Persal TABLE 11.6 – Strike actions for the period 1 April 2002 to 31 March 2003 Total number of person working days lost Total cost (R’000) of working days lost Amount (R’000) recovered as a result of no work no pay

Detail: The following codes should be used: Leave category : 3 Leave sub category : 83 Deduction code : 0052 TABLE 11.7 – Precautionary suspensions for the period 1 April 2002 to 31 March 2003 Number of people suspended Number of people whose suspension exceeded 30 days Average number of days suspended Cost (R’000) of suspensions Detail: Confirm if data available on Persal




4.2.2.13 12 - Skills development This section highlights the efforts of the department with regard to skills development. Note: The following reports will only be developed as blank reports. The departments will export the blank reports to Excel where they will be able to capture their own data. 12.1 Training needs identified 1 April 2002 to 31 March 2003

Training needs identified at start of reporting period Occupational Categories

Gender Number of employees as at 1 April 2002 Learnerships Skills

Programmes & other short courses

Other forms of training

Total

Female Legislators, senior officials and managers

Male

Female Professionals Male

Female Technicians and associate professionals

Male

Female Clerks Male

Female Service and sales workers Male

Female Skilled agriculture and fishery workers Male

Female Craft and related trades workers Male

Female Plant and machine operators and assemblers

Male

Female Elementary occupations Male

Female Sub Total Male

Total




12.2 Training provided 1 April 2002 to 31 March 2003 Training provided within the reporting period Occupational

Categories Gender Number of

employees as at 1 April 2003

Learnerships Skills Programmes & other short courses

Other forms of training

Total

Female Legislators, senior officials and managers

Male

Female Professionals Male

Female Technicians and associate professionals

Male

Female Clerks Male

Female Service and sales workers Male

Female Skilled agriculture and fishery workers Male

Female Craft and related trades workers Male

Female Plant and machine operators and assemblers

Male

Female Elementary occupations Male

Female Sub Total Male

Total




4.2.2.14 13 – Injury on duty The following tables provide basic information on injury on duty. TABLE 13.1 – Injury on duty, 1 April 2002 to 31 March 2003

Nature of injury on duty Number % of total Required basic medical attention only

Temporary Total Disablement Permanent Disablement Fatal Total

Detail: The report should be produced as a blank report, except for the totals as this is available on Persal.




4.2.2.15 14. Utilisation of Consultants Note: The following reports will only be developed as blank reports. The departments will export the blank reports to Excel where they will be able to capture their own data. Table 14. 1: Report on consultant appointments using appropriated funds Project Title Total number of consultants that

worked on the project Duration: Work days

Contract value in Rand

Total number of projects

Total individual consultants Total duration: Work days

Total contract value in Rand

Table 14.2: Analysis of consultant appointments using appropriated funds, in terms of Historically Disadvantaged Individuals (HDIs) Project Title Percentage ownership by

HDI groups Percentage management by HDI groups

Number of Consultants from HDI groups that work on the project

Table 14.3: Report on consultant appointments using Donor funds Project Title Total Number of consultants

that worked on the project Duration: Work days

Donor and Contract value in Rand

Total number of projects

Total individual consultants Total duration: Work days

Total contract value in Rand

Table 14.4: Analysis of consultant appointments using Donor funds, in terms of Historically Disadvantaged Individuals (HDIs) Project Title Percentage ownership by

HDI groups Percentage management by HDI groups

Number of Consultants from HDI groups that work on the project




4.3 EXTRACTION, TRANSLATE AND LOAD (ETL) RULES

4.3.1 Background:

All personnel related data is available on the source system, Persal. All required data for the specified reports would be extracted from Persal by the Persal development team. This information will be saved in workfiles that will be used by the Vulindlela development team to populate the required tables/reports. 4.3.2 Detailed requirement:


• All rules to be applied to the data for the reports are specified in the reporting requirements. (Section 4.2)

• Data will be extracted monthly from Persal. Only transactions for the month of download will be extracted. This data will only be updated on the Vulindlela system each quarter.

• An exception to the above is on the data for leave, misconduct and grievances. All data for the current extraction year will be extracted monthly as well as quarterly for the current extraction year and will be updated to the Vulindlela system quarterly.




4.4 CHART OF ACCESS

A list with current users with their access profiles can be extracted from ADS. The Vulindlela Account Managers will confirm this list. An updated list will be added to this document. Note that each user will have a profile linked to his/her Persal number that will give the person the desired access to the system. The various profiles should be as follows: Profile 1:

• Link department of user to Persal Number to show only the information of the linked department to the specified user.

• All summary reports should be open for all users Profile 2:

• Profile for DPSA to see all departments • All summary reports should be open for all users

Profile 3: • Profile for Premier to see all departments in a specific province • All summary reports should be open for all users




5. PROPOSED SOLUTION

5.1 RISKS

The following risks have been identified: • The report format for 2002/03 has not been finalized and approved as yet by the

Minister of DPSA. Changes are still being made to the report format. • The decision on a tool for the exploitation of the information • The dependency on Persal for the data • The availability and correctness of the data • The network and infrastructure that influence response times in the national

departments and provinces • The availability of skilled resources for the development of the frontend application • Departments capture poor information in the base system (PERSAL) or in some

instances do not capture any information and this reduces the quality and effectiveness of the information on the Vulindlela System.

5.2 CRITICAL SUCCESS FACTORS

The following are critical to the success of the project: • That the data provided from Persal is accurate and complete. • That the users understand the business rules applied during the ETL process. • Response times of the application are acceptable in the national departments and

provinces • Timeous delivery of the information for departments to complete their annual report

5.3 ASSUMPTIONS

• Correct extractions from Persal • Correct manipulation of information by Vulindlela

5.4 RETURN ON INVESTMENT

The HR Oversight Phase II application will provide users with the necessary information in the correct format to complete the HR Oversight report as prescribed by the Public Service Regulations.

5.5 RECOMMENDATIONS




This project will be developed in two phases. The requirements mentioned in this document will be only for the first phase of this project. The second phase of this project will handle the following: • Information should be displayed in different periods, e.g. monthly, quarterly, etc. • All information as published by each department should be loaded into the application

database for display and history purposes. Each report should then be developed to show the data as extracted from the source system as well as the data as published by the department.

• Specific reports should be developed to be used as a monitoring tool. Current and history data would need to be included in these reports.




6. DOCUMENTS REFERENCED • Public Service Act. 1994 (Proclamation No. 103 of 1994) • Public Service Regulations, 2001 • Constitution of the Republic of South Africa (Act 108 of 1996) • Circular 4 of 2001 - National Minimum Information Requirements • Guideline to the Effective Implementation of Human Resource Management and

Employment Equity in the Public Service • HR Oversight I Business Requirements 7. WEBSITES REFERENCED: www.dpsa.gov.za www.parlaiment.gov.za www.gov.za www.persal.pwv.gov.za 8. PEOPLE CONSULTED List all people consulted / interviewed Name Rank/Position Departmental Function Henk Serfontein Deputy Director: PSIU DPSA




9. ANNEXURES

9.1 SUMMARY OF REPORT DEVELOPMENT:

Totals of blank reports, reports with fixed columns and reports with various number of rows. Legend: XP = Report with various programmes per department XC = Report with various critical occupations XD = Report with various disciplinary actions XD = Report with various major occupations

Report Name/Number Blank Report Fixed Columns Various Rows

1.1 X 1.2 X 1.3 X 1.4 X 1.5 X 2.1 XP 2.2 X 2.3 XP 2.4 X 3.1 XP 3.2 X 3.3 XC 4.1 X 4.2 X 4.3 X 4.4 X 5.1 X 5.2 XC 5.3 X 5.4 XC 5.5 X 6.1 X 6.2 X 6.3 X 6.4 X 6.5 X 6.6 XD 6.7 X 7.1 X 7.2 X 7.3 XC 7.4 X 8.1 X 8.2 XM




Report Name/Number Blank Report Fixed Columns Various Rows

9.1 X 9.2 X 9.3 X 9.4 X 10.1 X 10.2 X 11.1 X 11.2 X 11.3 X 11.4 X 11.5 X 11.6 X 11.7 X 12.1 X 12.2 X 13.1 X 14.1 X 14.2 X 14.3 X 14.4 X

Totals: 19 26 9 XP 3 XC 4 XM 1 XD 1

Total number of reports to be developed = 54 ++




Documents

Business Requirement Document - dpsa