rd-011-02 future process model - establishment …

OUM

RD.011 FUTURE PROCESS MODEL Establishment Management

Author: Timestamp

Creation Date: February 6, 2014

Last Updated: August 13, 2014

Document Ref: RD-011-02

Version: 17

Approvals:

The Commission

RD.011 Future Process Model

Establishment Management File Ref: RD-011-02 FUTURE PROCESS MODEL - ESTABLISHMENT MANAGEMENT V17

Doc Ref: RD-011-02

Document Control ii

1 DOCUMENT CONTROL

1.1 Change Record 4

Date Author Version Change Reference

03-FEB-2014 Hugo Santos 1 No Previous Document.

05-FEB-2014 Hugo Santos 2 Added findings from 1st meeting with PSC 05-FEB-2014.

07-FEB-2014 Hugo Santos 3 Added findings from 2nd meeting with PSC 07-FEB-2014.

11-FEB-2014 Hugo Santos 4 Added findings from 3rd meeting with PSC 10-FEB-2014.

19-FEB-2014 Hugo Santos 5 Added findings from 4th meeting with PSC 17-FEB-2014 The process drawings and process descriptions were added to the document.

19-FEB-2014 Hugo Santos / José Carvalho

6 Review the document.

04-MAR-2014 Hugo Santos 7 Added findings from the meeting with PSC 21-FEB-2014. Acronym list, changed introduction, added symbol notation and reference chapter. Modify the Mass Update Assignment description and the position steps.

06-MAR-2014 Hugo Santos / José Carvalho

8 Review the document.

19-MAR-2014 Hugo Santos 9 Review the document adding the findings from the meeting with PSC 17-MAR-2014. Acronym list change; added information regarding the process steps; correction of the headers of the tables; create a glossary.

26-MAR-2014 Hugo Santos 10 Change RFP requirements.

29-ABR-2014 Hugo Santos 11 Changes to the establishment creation and mass update processes asked by OHCS and LGSS to emphasize the approval by the governing boards/councils.

08-MAY-2014 Hugo Santos 12 Change the decision box from “Funding Approved” to “Funding Available” ”in process HR.EM.101. Remove the Duties and Responsibilities from the job and add them to the positions.

16-MAY-2014 José Carvalho 13 Requested change to section 2 - Introduction

20-MAY-2014 Hugo Santos 14 Correction to the step flows.

18-JUN-2014 Hugo Santos 15 Update processes step numbers. Add a new process to add valid grades to positions.

01-AUG-2014 Hugo Santos 16 Change the create establishment process according to the resolution of the open issue #1. Add an open issue #2 regarding this change.

12-Aug-2014 José Carvalho 17 Revert change included on version 16 (PSC request)

1.2 Reviewers

Name Position

Mr. Kwesi Ohemeng-Agyei PSC HRMIS Project Manager

Mrs. Harriet Bani PSC Functional Lead

Mr. Abdul-Rahim Salifu PSC Functional Lead



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Document Control iii

Name Position

Mrs. Josephine Kepomey PSC Functional Lead

Mr. Edmond Macheli PSC Quality Assurance



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Document Control iv

Contents

1 Document Control ...................................................................................................... ii 1.1 Change Record ............................................................................................................ ii 1.2 Reviewers ..................................................................................................................... ii

2 Introduction ................................................................................................................. 5

3 Acronyms .................................................................................................................... 6

4 Establishment Management Event Catalog ............................................................. 7

5 Establishment Management Actors Catalog ........................................................... 8

6 Establishment Management Process Catalog ........................................................ 9

7 Establishment Management Process description ................................................ 10

7.1 Symbol notation .......................................................................................................... 11 7.2 HR.EM.101 - Create or Modify Establishment ........................................................... 13 7.3 HR.EM.102 - Create or Modify Organization/Department and its Units ..................... 17 7.4 HR.EM.103 - Create or Modify Organization Hierarchy ............................................. 18 7.5 HR.EM.104 - Create or Modify Grades ...................................................................... 19 7.6 HR.EM.105 - Create or Modify Jobs and link Grades ................................................ 20 7.7 HR.EM.106 - Create or Modify Positions and link Grades ......................................... 21 7.8 HR.EM.107 - Create or modify Position Hierarchy ..................................................... 23 7.9 HR.EM.108 - Add valid grades to positions................................................................ 24 7.10 HR.EM.109 - Mass Update Assignment ..................................................................... 25 7.11 HR.EM.110 - Identify Vacancy ................................................................................... 27

8 References ................................................................................................................ 28

9 Glossary .................................................................................................................... 29

10 Open and Closed Issues .......................................................................................... 30

10.1 Open Issues ............................................................................................................... 30 10.2 Closed Issues ............................................................................................................. 30



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Introduction 5 of 31

2 INTRODUCTION

This document is developed to present the Future Process Model for the Ghana Human Resources Management Information System (HRMIS).

This document describes the Event Catalog, the Actors Catalog, the Process and the Process Description for the following HR key business area:

Establishment Management

Establish management consists in implementing positions and create the ability to control the staffing of positions and control all the vacancies available. This document describes all the steps that are performed to create and modify establishment as well as the mass update process used to move employees in mass.

Two other similar documents cover the other HR key business areas:

RD-011-01 FUTURE PROCESS MODEL - EMPLOYEE PROFILE MANAGEMENT

RD-011-03 FUTURE PROCESS MODEL - EMPLOYEE COST MANAGEMENT

All the documents share the same structure:

The event catalog section lists all the triggering events that drive each business area.

The actors catalog section lists all organizations / organizational roles that respond directly to a business event or that have to perform an activity as part of the business process that is triggered by the event. Activities may be manual, performed in the system or an approval.

The process catalog section lists all the processes that are executed in response to the events.

The process description section has dedicated sub-sections where each process is described with a process flow chart and process step description table.

Special thanks go to the under-mentioned individuals and institutions who participated in one way or the other to the development of this document:

Dr. Lawrence A. Kannae Mr. Mike K. Gabah Mrs. Janet A. Fofie Mr. Kwesi Ohemeng-Agyei Mr. Edmond Macheli Mr. Prince Ansah The Establishment Management Team of Public Services Commission The Ghana Education Service, Ghana Health Service, Ghana Police Service, Ghana Prisons

Service, Ghana Statistical Service, Local Government Services Secretariat, Ministry of Food and Agriculture, Office of the Head of Civil Service and the Public Services Commission for helping to refine the business processes, which has resulted in the production of the final document.



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Acronyms 6 of 31

3 ACRONYMS

Acronym Full Meaning

BPMN Business Process Modeling Notation

CAGD Controller and Accountant General’s Department

EM Establishment Management

EV Event

FWSC Fair Wages Salary Commission

FTE Full Time Equivalent

GES Ghana Education Service

GHS Ghana Health Service

GPoS Ghana Police Service

GPrS Ghana Prisons Service

GSS Ghana Statistical Service

HR Human Resources

HRMIS Human Resource Management Information System

HRPD Human Resources Policy Division of PSC

LGSS Local Government Service Secretariat

MDAs Ministries, Departments and Agencies

MMDAs Metropolitan, Municipal and District Assemblies

MoF Ministry of Finance

MOFA Ministry of Food and Agriculture

OHCS Office of the Head of the Civil Service

OUM Oracle Unified Methodology

PSC Public Services Commission

RD Requirements Definition

RFP Request for Proposal



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Establishment Management Event Catalog 7 of 31

4 ESTABLISHMENT MANAGEMENT EVENT CATALOG

The event catalog section lists all the triggering events that drive each business area.

Event ID Event Name Event Description Event Frequency

EV.EM.101 Need to create or modify establishment

Based on the need to create or modify establishment structures.

As needed but reviewed every 4/5 years.

EV.EM.102 Need to create or modify organizations

As a result of an organizational change in structure or new department creation.


EV.EM.103 Need to create or modify organization hierarchies

As a result of an organizational hierarchy change or creation.


EV.EM.104 Need to create or modify Grades As a result of a need for a new grade in an organization/department or a change in the grade characteristics.


EV.EM.105 Need to create or modify jobs and link grade

As a result of a need for a new job in an organization/department or a change in the job characteristics.


EV.EM.106 Need to create or modify positions and link grade

As a result of a need for a new position in an organization/department or a change in the position characteristics.


EV.EM.107 Need to create or modify a position hierarchy

As a result of a change in the position hierarchy flow.


EV.EM.108 Need to add valid grades to positions As a result of a creation of a new position or a modification of the position.


EV.EM.109 Need to mass update an assignment As a result to mass update jobs/positions/organizations for a selection of employees.

As needed

EV.EM.110 Need to identify a vacancy To know the vacancies available by organization or by position.

As needed



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Establishment Management Actors Catalog 8 of 31

5 ESTABLISHMENT MANAGEMENT ACTORS CATALOG

The actors catalog section lists all organizations / organizational roles that respond directly to a business event or that have to perform an activity as part of the business process that is triggered by the event. Activities may be manual, performed in the system or an approval.

Organization Organizational Role Organization Role Description

PSC HR Setup Data Manager Performs centralized and controlled maintenance of all HR setup data, such as organizations, jobs, list of values used throughout the HRMIS system, etc.

PSC Secretary Final approval on record setup or maintenance processes.

PSC PSC Director HRPD Reviews and approves setup data entered in the system.

PSC Commission Gives final approval on the scheme of service and establishment.

PSC Joint team PSC/MDA/MMDA Decide on the definition of the establishment.

MoF Chief Director Approves funding.

MoF HR Setup Data Manager Performs HR setup at MoF.

MDA/MMDA Head of MDA/MMDA Acts as the executive arm of the Appointing Authority and as the interface between the Head of HR and the Appointing Authority..

MDA/MMDA Appointing Authority Gives approval on establishment.

MDA/MMDA Head of HR Performs process activities and approvals.

MDA/MMDA HR Officer Performs process activities (not approvals). For some MDAs this role exists at regional level. For some MDAs this role also exists at district level.



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Establishment Management Process Catalog 9 of 31

6 ESTABLISHMENT MANAGEMENT PROCESS CATALOG

The process catalog section lists all the processes that are executed in response to the events.

Process ID Process Name Event ID Process Description RFP Requirements Process Result

HR.EM.101 Create or Modify Establishment

EV.EM.101 - Need to create or modify establishment

Process describes how to create or modify the establishment of an organization.

86 (report), 92(report), 99 (report), 104 (report), 107 (report) , 113 (report)

Establishment created or modified. Recruitment process begins.

HR.EM.102 Create or Modify Organization/Department and its units

EV.EM.102 - Need to create or modify organizations

Process describes the creation or modification of Organization/Department and its units.

25, 26, 85, 92, 100. Organization created. Organization modified.

HR.EM.103 Create or Modify Organization Hierarchy

EV.EM.103 - Need to create or modify organization hierarchies

Process describes how to create or modify the organization hierarchy.

25, 26, 82, 88. Organization hierarchy created or modified.

HR.EM.104 Create or Modify Grades EV.EM.104 - Need to create or modify Grades

Process describes how to create or modify grades.

Grades created. Grade modified.

HR.EM.105 Create or Modify Jobs and link Grades

EV.EM.105 - Need to create or modify jobs and link grade

Process describes how to create or modify jobs.

Jobs created. Job modified.

HR.EM.106 Create or Modify Positions and link Grades

EV.EM.106 - Need to create or modify positions and link grade

Process describes how to create or modify positions.

80, 81 (approval), 89, 90, 93 (approval), 95, 96, 98 (report), 100, 102, 106, 108, 109, 110.

Positions created. Position modified.

HR.EM.107 Create or Modify Position Hierarchy

EV.EM.107 - Need to create or modify a position hierarchy

Process describes the creation or modification of a position hierarchy.

80, 90, 100. Position hierarchy created or modified.

HR.EM.108 Add valid grades to positions

EV.EM.108 - Need to create add valid grades to positions

Process describes the addition of valid grades to positions.

Valid grades added.

HR.EM.109 Mass Update Assignment EV.EM.109 - Need to mass update an assignment

Process describes how to perform a mass update to assignments.

91. Mass update completed. Mass update approved

HR.EM.110 Identify Vacancy EV.EM.110 - Need to identify a vacancy

Process describes how to identify a vacancy.

80. Vacancies identified



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Establishment Management Process description 10 of 31

7 ESTABLISHMENT MANAGEMENT PROCESS DESCRIPTION

The process description section describes all the processes listed in the previous process catalog section.

All the following Business Processes Diagrams follow the standard Business Process Modeling Notation (BPMN), a graphical notation conceived to describe the logical flow of activities of a business process.

Using BPMN, all Business Process Diagrams are modelled in a unified and standardized way, using a series of standard BPMN symbols. Please note that not all the BPMN standard symbols were used, in order to facilitate business process understanding across a broad target audience with different backgrounds.



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7.1 Symbol notation

Symbol Name Meaning

Start Events

Process Start Indicates the event that triggers the start of the process.

Intermediate Events

Message (sent) Send Message.

Message (received) Receive Message.

End Events

Process End Indicates that the process has reached its end.

Process Cancelled Process is cancelled before all activities are done.

Activities

User Activity User Activity performed in the system.

Manual Activity User Manual Activity, performed outside the system.

Automatic Activity Activity performed by the system without direct user intervention.

Activity that outputs a message Represents sending a message or information.

Activity that receives a message Represents receiving a message or information.

Sub-Process Compound activity, representing a series of activities with a logical sequence, usually defined in another diagram as an independent process, referred here as a sub-process.



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Symbol Name Meaning

Gateways

Exclusive (decision point)

Represents a decision point with at least two outgoing flows; only one is followed, (usually) depending on a true/false or ok/not ok condition. When used to merge, it waits for one active incoming flow to complete before continuing.

Parallel (split / merge flow)

Used to split the flow into outgoing parallel flows or to merge multiple incoming parallel flows. When used to split, all outgoing flows are activated simultaneously. When used to merge, it waits for all incoming flows to complete before continuing.

Exclusive (decision point - with marker)

Represents a decision point with usually more than two outgoing flows; only one flow is followed, depending on a decision. When used to merge, it waits for one active incoming flow to complete to before continuing.

Artefacts

Data object Represents input or output information for a given activity. Example:

provide or receive relevant documents (input), request report (output).

Annotation Provides additional information about the process or activity.

Data Store Refers to information stored in the system. Example: Prior version of

budget.

Swim Lanes

Pool Used to group all process activities performed in a given functional area

or organization (example: MDA / MMDA).

Lane Used to group all process activities performed by a specific role or process actor (examples: HR Officer, Head of HR).

Connecting Objects

Sequence Flow Used to dictate the execution order of process activities.

Association Used to associate informational artefacts with activities or events.

Message Flow Used to show the flow of information or messages between two different functional areas or organizations (process pools).



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7.2 HR.EM.101 - Create or Modify Establishment

(Continues in the next page)



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Step ID Step Description Result

100 New Law - Based on demand driven initiatives approved by relevant legal bodies, determine staffing scenarios.

New law that results in a need to create or modify establishment.

110 Policy change - Based on demand driven initiatives approved by relevant legal bodies, determine staffing scenarios.

Policy change that results in a need to create or modify establishment.

120 Executive order - Based on demand driven initiatives approved by relevant legal bodies, determine staffing scenarios.

Executive order that results in a need to create or modify establishment.

130 MDA/MMDA Head of HR creates a draft scheme of service and sends it to the Head of MDA/MMDA.

Draft scheme of service.

140 Head of MDA/MMDA receives the scheme of service and sends it to the Appointing Authority.

150 The Governing Board/Council analyzes and approves the establishment and sends it to a joint team PSC/organization.

Approval document.

160 A joint team PSC/organization reviews the draft scheme of service and the organizational chart for the specific institution. The scheme of service is developed and it contains: job tittle, class, supervisor, subordinate, job purpose, duties and responsibilities, qualification and experience. Must also have the department and position. The position staffing is also created. Note: Scheme of service is reviewed every 4/5 years. See if it is possible to setup a message to warn the users.

Scheme of service. Organizational chart. Position staffing.

170 The Commission analyzes and approves the organizational chart, scheme of service and the position staffing.

Approval document.

180 Authentication of costing, the Fair Wages and Salaries Commission (FWSC), reviews the scheme of service and determines the salary levels. This information is then sent to MoF Note: if it’s ok go to step 190 but if it’s not ok it goes back to the commission (step 170).

Salary levels.

190 Funding confirmation. If it’s ok go to step 210 otherwise it goes to step 200 (the Chief Director gives the approval in MoF).

Approval document.

200 If the funding is not ok the process is suspended until MoF allocates funding, when this happens the process goes on to step 210.

210 The PSC HR Setup Data Manager prepares the data to be setup in the system.

220 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 - Create/Modify Organization Department and its Units (this step is done by the PSC HR Setup Data Manager). Sub-process HR.EM.102.

Organization Department and its Units configured in the system.

230 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 - Create/Modify Organization Hierarchy (this step is done by the PSC HR Setup Data Manager). Sub-process HR.EM.103.

Organization Hierarchy configured in the system.

240 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 - Create/Modify Grades (MoF HR Setup Data Manager). Note: We’ll have to check if CAGD will continue to do this step or PSC should do it (Open Issue #1). Sub-process HR.EM.104.

Grades configured in the system.

250 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 - Create/Modify jobs and link grades (this step is done by the PSC HR Setup Data Manager). Sub-process HR.EM.105.

Jobs configured in the system.

260 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 - Create/Modify Positions and link grades (this step is done by the PSC HR Setup Data Manager). Sub-process HR.EM.106.

Positions configured in the system.

270 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 - Create/Modify Position Hierarchy (this step is done by the PSC HR Setup Data Manager). Sub-process HR.EM.107.

Position Hierarchy configured in the system.

280 The PSC Director HRPD reviews the setup and recommends to the Secretary. Note: If the setup is not correct the flow goes to step 290 otherwise it goes on to step 300.

Recommendation.

290 If the setup is not correct the PSC HR Setup Data Manager has to correct it.

300 Secretary analyses the recommendation and submits it to the commission for approval.



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Step ID Step Description Result

310 The commission gives the final approval (final approval off the system). Approval of the establishment off the system.

320 Secretary gives the final approval (approval in the system). Approval of the establishment in the system. Establishment created or modified.

330 Define or modify establishment structure in the system based on the scheme of service, defined on step 140 – Add valid grades to positions (this step is done by the PSC HR Setup Data Manager). Sub-process HR.EM.108.

Valid grades added to positions.

340 The MDA/MMDA is informed that the establishment has been approved and is created in the system and that they can start the recruitment process (Manual task).

Recruitment process starts.



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7.3 HR.EM.102 - Create or Modify Organization/Department and its Units

STEP ID STEP DESCRIPTION RESULT

100 Gather all the information regarding the organization/department or its unit’s creation (Organizational Chart; Scheme of Service and Approval given by MoF) and prepare it to be setup in the system. If it’s not a new organization the flow goes to step 110 otherwise it if the location does not exist it goes to step 120 if it already exists the flow goes to step 130.

110 Modify the organization characteristics (change the name, the type, the location or link any other classification).

Organization modified

120 Create the location and its address.

130 Create the organization name.

140 Add the organization type (Headquarters Department, Department, Division, Management Unit, etc).

150 Link the location to the organization.

160 Link the organization classification (HR Organization). If all organizations are created the process ends otherwise the flow goes back to step 120 or 130 depending if the location is created in the system or not.

Organizations created



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7.4 HR.EM.103 - Create or Modify Organization Hierarchy


100 Gather all the information regarding the organizational chart creation (Organizational chart; Scheme of service; Approval given by MoF) and prepare it to be setup in the system. If it’s not a new hierarchy go to step 130, if the hierarchy is new the flow goes to step 110.

110 Create the organization hierarchy name.

120 Replicate the organizational chart and all the hierarchies in the system. If the organization hierarchy is ok the process ends otherwise the flow goes to step 130.

Organization hierarchy created.

130 Modify the organization hierarchy that already exists in the system. Organization hierarchy modified.



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7.5 HR.EM.104 - Create or Modify Grades


100 Gather all the information regarding the grade creation (Organizational chart; Scheme of Service; Position staffing; Grades for the scheme of service; Approval given by MoF) and prepare it to be setup in the system. If it’s not a new grade go to step 110, if the grade is new the flow goes to step 120.

110 Modify the grade that already existed in the system. Grade modified.

120 Create the grade description (name of the grade).

130 Create the pay scale and define the points that can exist in a grade (number of levels that can exist in a grade).

140 Create the point/step values - Here you define the salary that links with the points (levels).

150 Create the grade steps and points - Here you link the grade description to the pay scale. If all grades are created the process ends otherwise it goes back to step 120.

Grade created.



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7.6 HR.EM.105 - Create or Modify Jobs and link Grades


100 Gather all the information regarding the job creation (Scheme of service; Position staffing; Approval given by MoF) and prepare it to be setup in the system. If it’s not a new job go to step 110, if the job is new the flow goes to step 120.

110 Modify the job characteristics (change the job name, the duties and responsibilities or the valid grades) - Modify job that already existed in the system.

Job modified.

120 Create the job title (job name).

130 Add valid grades for the job. If all jobs are created the process ends otherwise it goes back to step 120.

Jobs created.



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7.7 HR.EM.106 - Create or Modify Positions and link Grades


100 Gather all the information regarding the position creation (Organizational chart; Scheme of service; Position staffing; Grades for the scheme of service; Approval given by MoF) and prepare it to be setup in the system. If it’s not a new position go to step 110, if the position is new the flow goes to step 120.

110 Modify position characteristics (change the position name, the position status, the location, the Headcount, the FTE or the valid grades). Attention: You cannot change the organization or job once the position is created.

Position modified.

120 Create a unique position name. Note: The name must be unique so there has to be a nomenclature to define the position names.

130 Fill in the position type: Single Incumbent, meaning that only one employee is allowed to hold the position

at any time Shared, meaning there can be several incumbents, up to the value of the FTE field None, which you can select if you do not need to record position types

140 Fill in the organization associated to the position.

150 Fill in the job associated to the position.

160 Select the position status: Proposed – Position in planning stage. Active – Available to be used. Frozen – Employees are posted but the user can’t enter more employees for the

position in question. Eliminated – Position won’t be used in the future. Deleted – not used.

170 Fill in the FTE associated to the position. If the Position Type is Single Incumbent, FTE must be 1.0 or less.

180 Fill in the Headcount (establishment) associated to the position. It’s the number of incumbents that are planned for the position.



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190 Fill in the Duties and Responsibilities.

200 Associate the budget to the position. This step is performed when creating a budget for the position (budget processes). If the position has a default grade go to step 210 otherwise the flow goes to step 220.

210 Link the default grade to the position. Note: This step is only done if you want that a grade is attributed by default to the employee.

220 Check if the position has all the data filled in and if it is correct. If the data inserted is not correct the user should correct it but if the data is correct the flow goes to step 210 to start the approval. Approval of the position starts. The position approval starts by sending a notification to the approver.

230 If all the positions are submitted for approval the process ends otherwise it goes back to step 120.

Positions submitted for approval.



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7.8 HR.EM.107 - Create or modify Position Hierarchy

Example: Promotion hierarchy, appointment hierarchy, etc.


100 Gather all the information regarding the position hierarchy creation (Organizational chart; Scheme of service; Position staffing; Grades for the scheme of service; Approval given by MoF) and prepare it to be setup in the system. If it’s not a new hierarchy go to step 130, if the hierarchy is new the flow goes to step 110.

110 Create the position hierarchy name.

120 Create the position hierarchy in the system. If the position hierarchy is ok the process ends otherwise the flow goes to step 130.

Position hierarchy created.

130 Modify the position hierarchy that already exists in the system. Position hierarchy modified.



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7.9 HR.EM.108 - Add valid grades to positions


100 Gather all the information regarding the valid grades to add (Scheme of service; Grades for the scheme of service; Valid grades for positions) and prepare it to be setup in the system.

110 Search for the position.

120 Open the valid grades form.

130 Key in the valid grades.

140 If all valid grades are added the process ends otherwise the process goes to step 110. Valid grades added to positions.

Note:

This step must be performed after all the approvals are done by the secretary and the position is finally created in the system. SR 3-9117329921 - R12 - Is it possible to enter valid grades while using position transaction form? (Opened on Timestamp CSI) Question: Hi Niranjan, I know that the position description form has that button but the point here is that the valid grades should be keyed in when we are creating the position (position transaction form) because the valid grades should go through the approval process… And not after being inserted when the position is already created and approved. My question is: Is it possible by any meanings to add the valid grades to the process of approval (position transaction form)? Best Regards, Hugo Santos Answer: Hello Hugo Santos, It is not possible to include valid grades using Position Transaction form as the form is not designed to include valid grades. The 'Position Transaction' form does not have Valid Grades button. Please try querying the position created using form 'Position Transaction' from 'Position Description' form and try to attach a valid grade. Thanks and Regards

Niranjan



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7.10 HR.EM.109 - Mass Update Assignment



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100 Gather all the information regarding the mass update and analyze it.

110 Decide which mass update to perform.

120 Mass update organization - prepare documentation to be sent to PSC. Documentation to send to PSC.

130 Mass update position - prepare documentation to be sent to PSC. Documentation to send to PSC.

140 Mass update grade - prepare documentation to be sent to PSC. Documentation to send to PSC.

150 The Head of MDA/MMDA receives the information about the Mass Update and send it to the Appointing Authority.

160 The Governing Board/Council analyzes and approves the Mass Update and sends it to the Secretary of PSC.

Approval document.

170 The Secretary receives the mass update information and sends it to the PSC Director HRPD to be analyzed.

180 The PSC Director HRPD analyzes the information and sends his feedback about the information.

190 The Secretary receives the PSC Director HRPD feedback and sends a recommendation to the Commission.

Recommendation.

200 The commission receives the recommendation analyzes and approves the mass allocation requested by the MDA/MMDA. If the mass update requested is not approved the process is canceled otherwise the flow goes to step 210.

Approval document.

210 Create a mass update name.

220 Fill in the selection criteria (Job, Grade, Organization, etc.).

230 Select the employees to mass update.

240 Fill in the criteria to change (Job, Grade, Organization, etc.).

250 Create a pending list. Check if the data on the pending list is ok and if it isn’t the flow goes to step 240 otherwise if you want to correct it goes to step 250 if you want to update go to step 260.

260 Modify data - Modify the incorrect data.

270 Decide if history should be maintained. If you choose “Correction” no history will be maintained and the mass update will correct all the data from the beginning of the assignment.

280 Decide if history should be maintained. If you choose “Update” history will be maintained and the mass update will be effective from the date that you are performing it.

290 After modifying all the data and verifying if all changes are ok execute the mass update process. Note: Before performing this step check that all data is correct and the mass update can be effectuated.

Mass update report.

300 Verify if the mass update was successful - check the result of the concurrent request launched by the mass update process. If the process is not ok correct the mass update and execute again, if it is ok the flow goes to step 310.

310 Review the system setup - The PSC Director of HRPD reviews the setup done in the system and if it’s okay he sends a recommendation to the Secretary (step 330) otherwise the flow goes to step 320.

Recommendation.

320 Correct setup - Modify data to correct the problems pointed down by the Director of HRPD.

330 Analyze the recommendation received - The Secretary receives the recommendation sent by the Director of HRPD. If the recommendation is okay the flow goes to step 340 otherwise it goes back to step 310.

340 Approval of the mass update - The commission analyzes the documentation provided and if the mass update is ok the final approval is given and the mass update (approval) is complete otherwise the flow goes back to step 330.

Final approval. Mass update approval complete.



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7.11 HR.EM.110 - Identify Vacancy


100 Request the vacancy report from the system. This report will have two parameters (Position and Organization).

Vacancies Identified.



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References 28 of 31

8 REFERENCES

Human Resource Management Policy Framework and Manual for the Ghana Public Services - Public Services Commission - July 2013

Human Resource Operational Manual for Metropolitan, Municipal & District Assemblies - Local Government Service Secretariat - October 2013

Payroll Procedure Manual - Controller and Accountant General’s Department - September 2013

Policy and Guidelines on Appointments - Human Resources Development Directorate - Ghana Health Service - 2007

Employee Handbook - Human Resources Development Directorate - Ghana Health Service - 2007

Human Resource Policies and Procedures Manual - Ghana Statistical Service – 2013



Doc Ref: RD-011-02

Glossary 29 of 31

9 GLOSSARY

Catalog: A list or itemized display, of processes, events or actors including descriptive information or illustrations.

Organizations: Are working structures of a Business Group like: Ministry; Department; Division; Headquarters Department; Business Unit; Management Unit; Regional Headquarters; etc.

Headcount and Full Time Equivalent: head count is the number of physical people, human bodies for a given position. FTE is the number of hours spent per week for a given position.



Doc Ref: RD-011-02

Open and Closed Issues 30 of 31

10 OPEN AND CLOSED ISSUES

10.1 Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

10.2 Closed Issues


#1 Check if CAGD will continue to setup the grades or if PSC should do it.

The commission decided that the MDA/MMDA’s should be the ones to setup the grades in the system.

PSC 14-MAR-2014 21-MAR-2014

#2 Check with PSC if the setup of the grades should be given to the MDA/MMDA’s. This can bring internal control challenges because: - MDA/MMDA’s will need to have access to the system setup functions. - The salary values can be changed by the MDA/MMDA’s (on the previous version of the process the MDA/MMDA’s were not allowed to define grades and steps, only CAGD had access to this kind of setup; MDA/MMDA’s only had the option of choosing a predefined step that was within the authorized grades for the position the employee is in. In this new version they can: create grades, create steps, create points (with salary values) and allocate them to staff). Timestamp wants to alert for the internal security challenges that this change may bring, and also alert for the fact that all the setup functions are usually performed by a centralized authority to avoid this kind of challenges.

PSC reverted the decision PSC 04-AUG-2014



Doc Ref: RD-011-02

Open and Closed Issues 31 of 31


rd-011-02 future process model - establishment …

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