HUMAN RESOURCE MANAGEMENT SYSTEM

(HRMS)

HRMS… …a first for the Northern Cape Department of

Education.

“If you are working on something exciting that you

really care about, you don’t have to be pushed.

The vision pulls you”. Steve Jobs

HUMAN RESOURCE MANAGEMENT SYSTEM

(HRMS)

BACKGROUND

Directive from HOD’s office to:

• create a user-friendly environment to access Employee data.

• provide an on-line solution to assist with the communication between Head Office,

District Offices and Schools (CPS, CAT, Customised Form Building, Additional and

Excess Educator Modules).

• provide readily available statistical information to assist Senior Managers in decision

making, pertaining to employee records (Customised Report Building Module)

• track and manage employee attendance throughout the province, by providing real-

time data on a daily basis (Attendance Module).

• assist in the process of cleaning up the PERSAL environment (Persal Share Module)

• assist with the backlogs experienced in the capturing and management of leave

throughout the province (Leave Module)

• build a repository of easy accessible, reliable and accurate information as extracted

from PERSAL (NCEdu Info Module).

• Ensure the most cost effective, timeous and effective way of introducing an on-line

solution to assist with HR Information Management.

HUMAN RESOURCE MANAGEMENT SYSTEM

(HRMS)

• In order to improve access to information and to improve service delivery, the department identified

the need for a system to support human resource management related issues.

• The Northern Cape Education Department (NCED) has, therefore, developed the HRMS, an

information management system to assist principals and managers with staff matters.

• The HRMS has been designed to display current employee information, as captured on

Persal.

• It is therefore with great anticipation and enthusiasm that the Northern Cape Department of

Education will launch this ‘first-time’ initiative, that provides on-line access of employee information

to all relevant role-players across the broader educational fraternity.

• The data to be reflected in the HRMS will be downloaded weekly from Persal.

• Principals and managers will be able to log into the system to view progress in respect of matters

referred to the Human Resource directorates at Head Office.

• Communication will be enhanced, as principals and managers will be able to send messages or

enquiries on the HRMS system.

• The areas of leave, employee attendance, paysheet control, tracking of contract

appointments, control of additional and excess educators, as well as the provision of HR-

related information have been selected as the critical areas to be addressed by the HRMS.

PURPOSE

HUMAN RESOURCE MANAGEMENT SYSTEM

(HRMS)

HRMS Helpdesk

Senior Managers

School

District and

Circuit Managers

Integrated Human Resource

Information Management

Solution

HRMS

PERSAL

INFORMATION FLOW AND SUPPORT

USING TIME MONEY AND

RESOURCES EFFICIENTLY

HUMAN RESOURCE MANAGEMENT SYSTEM

(HRMS)

HRMS (Online

Web-Based Solution)

Import Key Personnel

Tables from PERSAL

HRMS Modules

populated with

PERSAL Data

Schools , register

attendance

Schools access leave

information

Schools Access

Pay Sheets

Schools Register Contract

posts.

Schools apply for

growth posts & Register

Excess Posts

Managers Draw

Reports & Access

Information

In order to ensure the successful implementation and

sustainability of the HRMS the dedicated efforts of the following

Key Role-Players are crucial.

• District Directors

• Circuit Managers

• Principals

• HRMS Helpdesk and System Administration

• Deputy Directors Responsible for Corporate Services

• Head and District Office IT and EMIS support structures

• District HR Officials

HRMS MANAGEMENT

ACCESS TO THE HRMS

Access to the HRMS web site is obtained in the following way:

• Access any Internet Browser (Mozilla Firefox, Google Chrome etc) and

type in the following URL/Web Address: "http://hrms.ncedu.gov.za"

• The log-in screen will appear.

• Type in your Persal number and the word "password" in the password

block.

• Click on the Submit button.

• The system will prompt you to change your password.

• It will then request you to confirm the new password.

• Then Click on the Submit button.

• Provided you have the approved access status, e.g. principal or manager,

you will have access to all your staff's records.

ACCESS TO THE HRMS

WHO CAN ACCESS THE HRMS

• Office of the MEC

• Office of the HOD

• All Senior Managers

• All Managers

• All Unit Heads responsible for employee attendance

• Circuit Managers

• School Principals and Secretaries

• Any Government Employee identified by the SMT of Education to have a vested interest

in HR-related information

HOW WILL SCHOOLS AND MANAGEMENT ACCESS THE HRMS

• All schools have been issued laptops 4 years ago.

• Via EMIS, each school was issued a 3G modem for the purpose of emailing SAMS data

to head office.

• The HRMS will utilise the above-mentioned 3G facility to access the HRMS.

• All managers (at Head and District Offices) have either LAN or 3G access to the internet.

HRMS REGISTRATION

Registration on the HRMS

• Initially, only principals will be registered on the HRMS after completing a registration form

signed by the circuit manager.

• After receipt of the completed registration form (attached), the system administrator at

Head Office will register the Principal/Head of Component on the HRMS and then inform

that principal of the granting of access to the system.

• Said registration forms have to be completed by the Principals and Secretaries and

brought along to the scheduled training sessions to be held throughout the province.

• Public service staff (supervisors) will be registered on the HRMS by completing the

registration form signed by a line manager.

• Except for the staff attendance register, principals and managers will not be able to

change any data on the HRMS. However, a message and enquiry system will be

available so that the systems administrator at Head Office can be requested to make

changes.

• Under the ´NCEdu Info’ Menu, the Heads of Components will be able to find all relevant

documents pertaining to the various Acts, Regulations and Policies.

HRMS ROLL-OUT

For Schools • Leave

• Leave History

• E-Leave

• Attendance

• Control Pay Sheets (CPS)

• Post Provisioning - Preliminary Schedule

• Additional and Excess Educators

• NCEdu Info

The intention is to officially go live with the HRMS throughout the province on 03 September 2012 with

the following modules:

For Head Office and District Offices • Leave

• Leave History

• E-Leave

• Attendance

• Control Pay Sheets (CPS)

• Contract Appointments

• Persal Share

• Post Provisioning - Preliminary Schedule

• Additional and Excess Educators

• NCEdu Info

As a means of testing the integrity of the system, identified schools in the Frances Baard District will

FORM PART OF THE PILOT to run as from 01 to 31 August 2012.

ONLY THESE SCHOOLS WILL HAVE ACCESS TO THE HRMS FOR THE AFOR-MENTIONE PILOT

PERIOD

156 Barkly Road

Homestead

KIMBERLEY 8301

Northern Cape

Department of Education

Human Resource Management System

HRMS

LOGIN

Username/Persal Number:

Password / Pin:

SUBMIT

HRMS – LOGIN SCREEN

Private Bag X5029

KIMBERLEY 8300

053 839 6500

HRMS – LANDING PAGE (AFTER LOGIN)

User Login

Details

Message Box (Latest

news/messages posted

by Head Office)

Main Menus (drop down

to reveal Sub-menus)

PE

RS

AL

(PR

IMA

RY

SO

UR

CE

OF

IN

FO

RM

ATIO

N)

HRMS On-line

Human Resource

Management System

Main

QDP

Leave

Attendance

CAT

CPS

Logout

NDEdu Info

Persal Share

Additional and Excess Educator Management

Pilir Tracker

PPM Verification

Customised Reports

Customised Forms

HRMS MODULES

New

Mo

du

les

Leave Management (“Leave” menu)

• Principals and managers will be able to view the leave

information of all their staff (educators and public service

staff).

• With regard to incapacity leave, and ill-health retirement

cases in particular, principals and managers will also be in

a position to monitor the progress of these applications.

• Head Office, in return, will be able to request outstanding

documentation from principals or managers via the HRMS.

HRMS MODULES

HRMS – leave Module

Leave sub-

menus “Leave History”

Enquiry

HRMS MODULES

Employee Attendance Register (“Attendance” menu)

• It will be expected of principals and managers to capture the attendance of all staff on the

system. It is compulsory for principals and managers to complete the attendance

register daily on the HRMS.

• A cut-off time of 10:00 on a particular day will be implemented in respect of the daily

capturing of the attendance of employees to increase the effectiveness of the system.

• An automated e-mail will be sent through to Circuit Managers regarding respective

schools that have not logged ateendance

• This will allow all managers at the different levels to have a complete overview of

attendance throughout the system.

• The register will provide for the following options: • Scheduled absence (where the employee has obtained prior approval/ permission for an absence,

late arrival, early departure, etc.)

• Unscheduled absence (where the employee has not made prior arrangements for an absence)

• Late, with prior approval (where the employee informs the institution in advance of a late-coming)

• Late, without prior approval (where the employee did not inform the institution in advance of a late-

coming)

HRMS – Attendance Module

“Attendance Register”

Date Choice

“Attendance

Register” Sub-

Menus

HRMS – Attendance Module

List of Educators

at the school

Drop down to

select attendance

status of official

HRMS MODULES

Pay Sheet Control (“CPS” menu)

• This is a management tool specifically designed for the Directorate: Accounting Services

to monitor the return of paysheets to Head Office.

• Head Office will now be able to send messages to schools on the HRMS with regard to

outstanding paysheets.

• Principals and managers will be able to respond with a message on the HRMS once they

have complied with the request or enquiry.

Contract Appointment Tracking (“CAT” menu)

• Principals and managers will be able to use the HRMS to monitor progress with the

processing of appointments or arrangement of salary payments to educators on contract

after submission of nomination forms.

• Head Office will be able to send messages to schools if any of the required

documentation has not been submitted.

HRMS – CAT Module

Add Contract Worker

HRMS – CAT Module

Find Contract Worker

HRMS – CAT Module

Contract

Appointment Report

HRMS – CPS Module

Manager Contract

Appointment

HRMS – CPS Module

CPS (Paysheet

Admin)

HRMS – CPS Module

HRMS MODULES

Qualifications Update (“QDP” menu)

• In this module, officials have been afforded the opportunity to update their Qualifications.

• Please note that the Head Of Component (Principals in the case of schools) will be the only person

allowed to update this information, by requesting the relevant (certified) documentation to be

provided and sent through to Head Office for verification.

Department Information (“NCEdu Info” menu)

• Under the ´NCEdu Info’ Menu, the Heads of Components/Principals will be able to find all relevant

documents pertaining to the various Acts, Regulations and Policies. • All Approved HR-related Departmental Policies, Circulars and Instructions will be accessible for reference and

download

HR Data (“Persal Share”menu)

• A repository of all relevant information will be available in this module, including Audit Reports, Oversight

Reports, Expenditure Reports, Employee Statistics etc.

• Additional Standard Persal and Adhoc reports will be available.

• Information will only be available to relevant officials identified by Senior Management.

HRMS – QDP, Persal Share & NCEdu Info Modules

Persal Share

(Repository of Persal

Statistical

information.

QDP (Qualifications

Update Module

NCEdu Info (all

relevant documents

pertaining to the various

Acts, Regulations and

Policies

HRMS MODULES

Additional and Excess Educator Tracking (“Additional Educator” menu)

• Schools will be able to apply for Additional Educators on-line and be

notified of approval/decline accordingly. A letter in this regard can be

printed from the system

• Excess Educators can also be identified on-line with their relevant profiles

attached,

• This module will carry historical data, as well as assist with the all-

important “Matching and Placing” of educators.

Verification of Learner enrolment (“Post Provisioning” menu)

• The data received from EMIS for the purpose of processing Staff

Establishments will be verified under the preliminary schedule module.

HRMS – Additional Educators

Drop down to select

nr of Additional Posts

requested

History of Additional

Posts allocated (last

3 years)

Profiles of Additional

Posts requested

Additional Educator

Menu

HRMS – Excess Educators

Drop down to identify

nr of Excess Posts Excess Educator

Menu

Profiles of Excess

Posts identified

HRMS – Learner Enrolment Verification

HELPDESK

Help and Assistance (“Help”menu)

• The details of all officials tasked to man the various Helpdesks (at Head and District

Office) will be available under this menu.

• Each District Office will establish a Helpdesk, to assist schools and will subsequently

forward their respective helpdesk contact details though to schools.

• Furthermore, the HRMS will have a helpdesk at Head Office to assist District Offices and

managers to use the system more effectively. The helpdesk telephone numbers at Head

Office are: 053 839 6532 and 053 832 6527

• The e-mail address of the HRMS is as follows: hrms@ncpg.gov.za.

• In order to assist all Principals, the respective Circuit Manager will be first person to

contact regarding any HRMS queries.

• Should the Circuit Manager be unable to assist, the query will be escalated to the Deputy

Director: Corporate Services at the District Office, who will, in turn, engage the HR Policy

and Planning sub-directorate at Head Office, at the helpdesk contact details indicated

above.

• A complete guide to the HRMS and its use appears on the “NCEdu Info” Menu, under the

“HRMS Documents” submenu.

HRMS – Helpdesk

Helpdesk Menu

and sub-menu

Head Office

Helpdesk detail

TRAINING

Scheduled Training Sessions

Training on the HRMS will occur throughout the province as per the schedule below

DISTRICT DATE/ VENUE SESSION 1 SESSION 2 SESSION 3

FRANCES

BAARD

Date 23 July 2012 24 July 2012

Venue Newton P/S Newton P/S

PIXLE KA SEME

Date 26 July 2012 27 July 2012 31 July 2012

Venue Douglas Cluster Victoria West

Cluster

Emthanjeni

Cluster

JTG Date 06 August 2012 07 August 2012 08 August 2012

Venue KP Toto KP Toto KP Toto

NAMAQUA Date 23 July 2012 24 July 2012 25 July 2012

Venue Calvinia H/S Springbok P/S Steinkph H/S

SIYANDA

Date 26 July 2012 27 July 2012 30 July 2012

Venue Keimoes Comb/S Siyanda District

Office

Postmasburg H/S

CONCLUSION

Should any additional modules be developed so as to enhance the

HRMS, the detail will be communicated timeously to all role-players, with

the necessary training provided accordingly.

It is trusted that principals and managers will find the HRMS a valuable

tool with regard to HR management. Colleagues are most welcome to

submit inputs or comments with regard to the HRMS and the further

refinement thereof.

THE CO-OPERATION OF ALL COLLEAGUES TO MAKE A SUCCESS OF THIS

NEW VENTURE WILL BE HIGHLY APPRECIATED.

Thank you