Position Management

Generic Position

Overview

Generic positions are managed by the public service and are usually determined by the ministry. The Generic Position screen is used to define the Generic Position with a unique code, description, reporting position, maximum allowed, reference salary, salary scale, required certificates, skills and degrees, and other additional information.

Navigation

Human Resources ►Position Management ► Generic Position

Generic Position screen fields and Tabs

Report Fields	Description
Id	The unique identification code of the Generic Position
Workflow Status	The status of the Generic Position workflow.
Active	Active Status - if checked, Generic Position is available
Enforce Maximum	Enforce Maximum Status - if checked, enforces the maximum number of positions allowed
Maximum Allowed	Maximum number of positions allowed
Report To	Position to which this position reports
Cost Item Scale Group	Cost item scale group associated to the Generic Position, from the drop-down menu
Cost Item Scale	Cost item scale including the sub-group, level and steps, associated to the Generic Position, from the drop-down menu
Position Category	Position category, from the drop-down menu
Performance Appraisal Criteria Group	Performance Appraisal Criteria Group, from the drop-down menu
Reference Salary	Reference salary information (e.g. from the private sector)
Years of Experience	Indicates years of experience normally required for this position
Language	Language used
Name	Provide the name of this position
Description	A detailed description of this position
Created By	Populated automatically by the system at creation time of the record.
Created Date	Populated automatically by the system at creation time of the record.
Approved By	Populated automatically by the system when the corresponding Workflow reaches its Approval stage
Approved Date	Populated automatically by the system when the corresponding Workflow reaches its Approval stage
Attachments Tab	Any attachments relating to a reference salary.
Degree Tab	This tab used to include information about the degree of Education
Certificate Tab	This tab used to include information about the certificates
Skill Tab	This tab used to include information about the skills.
Experience Tab	This tab used to include information about the Experience.
Spoken Languages Tab	This tab used to include information about the Spoken Languages.
Knowledge Tab	This tab used to include information about the Knowledge.
Main Functions Activities Tab	This tab used to include information about the Main Functions Activities.
Main Relationship Tab	This tab used to include information about the Main Relationship.
Nature Tab	This tab used to include information about Nature.
Other Aspect Tab	This tab used to include information about other aspects.

Certificate

Overview

This tab used to include information about the certificates.

Certificate Tab screen Fields

Field	Description
Is Required	If it is checked, then certificate is required.
Certificate	Select the value from the drop-down option.

Degree

Overview

This tab used to include information about the degree of Education

Degree Tab screen Fields

Field	Description
Is Required	If it is checked, then degree is required.
Degree	Select the value from the drop-down option.
Degree Type	Two type. Academic level and specific level.

Information

Overview

The Information Tab is used to attach any necessary documents related to Generic Position.

Information Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Attachment Classification	Select the value from the drop-down option.
Language	Country Specific Language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
Date	The date of the attachment was uploaded.
User	The name of users uploading the attachment.
Language	Language used in the Attachment file.

Skill

Overview

This tab used to include information about the skills.

Skill Tab screen Fields

Field	Description
Is Required	If it is checked, then skill is required.
Skill	Select the value from the drop-down option.
Skill Type	Two type. Academic level and specific level.

Spoken Languages

Overview

This tab used to include information about the Spoken Languages.

Spoken Language Tab screen Fields

Field	Description
Is Required	If it is checked, then degree is required.
Spoken Language	Select the language from the drop-down option.

Experience

Overview

This tab used to include information about the Experience.

Experience tab screen fields

Fields	Description
Serial Number	Serial number of the Experience Tab
Years of Experience	Number of years of experience
Language	Language used in the Experience file.
Description	Description of the experience.

Knowledge

Overview

This tab used to add information about the Knowledge required for the Generic position.

Knowledge tab screen fields

Fields	Description
Serial Number	Serial number of the Knowledge Tab
Knowledge Type	Number of years of knowledge
Language	Language used in the Experience file.
Description	Description of the knowledge.

Main Functions Activities

Overview

This tab used to add information about the Main Functions Activities required for the Generic position.

Main Functions Activities tab screen fields

Fields	Description
Serial Number	Serial number of the Main Functions Activities Tab
Language	Language used in the Main Functions Activities.
Description	Description of the Main Functions Activities.

Main Relationship

Overview

This tab used to add information about the Main Relationship required for the Generic position.

Main Relationship tab screen fields

Fields	Description
Serial Number	Serial number of the Main Relationship Tab
Relationship Type	Relationship type of Main Relationship
Language	Language used in the Main Relationship.
Description	Description of the Main Relationship.

Nature Problem/Responsibilities

Overview

This tab used to add information about the Main Nature for the Generic position.

Nature tab screen fields

Fields	Description
Serial Number	Serial number of the Nature Tab
Nature Type	Type of nature, available values are problems, responsibilities.
Language	Language used in the Nature Problem/Responsibilities.
Description	Description of Nature.

Other Aspect

Overview

This tab used to add information about the Other Aspect required for the Generic position.

Other Aspect tab screen fields

Fields	Description
Serial Number	Serial number of the Other Aspect Tab
Language	Language used in the Other Aspect.
Description	Description of the Main Other Aspect.

Employee Position

Overview

Employee Position is an important factor to FreeBalance application. Human Resource users create positions using this screen. These positions will be linked to assignments, enabling pay calculation and financial forecasting and salary planning.

Employee Position includes positions held by civil servants and include such information as start and end dates, staff quota, reporting to position, work location, financial coding block, required degree(s), skill(s) and certificate(s), and other position-related information.

Navigation

Human Resources ►Position Management ► Employee Position

The Employee Position screen includes the following fields:

Field	Definition
Id	Unique identification id of the Employee Position.
Active	Active Status - if checked, Employee Position is available.
Workflow Status	Status of the Employee Position workflow.
Is Established	Indicates if an employee position is established or not.
Allow to Change Institution	If checked, the system will allow a change of the institution, in the assignment screen.
Start Date	Start Date of the Employee Position.
End Date	End Date of the Employee Position.
Staff Quota	Number of employees that have been determined for this position.
Frozen Staff Quota	Number of frozen positions.
Competence Factor	Indicates the Competence Factor associated to the Position
Problem Solving Factor	Indicates the Problem Solving Factor associated to the Position
Emphasis Factor	Indicates the Emphasis Factor associated to the Position
Rating Factor	Indicates the Rating Score of the Position based on the Factors
Budgeted Salary	Indicates the Budgeted Salary of the Position.
Generic Position	Generic Position associated to the Employee Position.
Report To	Indicates to which position this current position reports to
Institution	The organization responsible for the employee.
Work Location	The location of the Employee Position.
Legacy Reference	Defines the Legacy Reference associated with the Employee Position
Institution Tag	Domain tag of the Institution.
Legislation	The legislation associated with the Employee Position.
Union	The union associated with the Employee Position.
Language	Language used.
Description	Employee Position title.
Job Description	Description of the position.
Currently Vacant	indicates currently vacant position for this Employee position, automatically updated field.
Reporting Order	Reporting order of this position.
Service Type	Correspondent service Type for the employee position
Employment Type	Correspondent employment Type for the employee position
Source Cadre Input	This attribute will link the 'Create Cadre' with the To_Be Employee Position as Source.
Cadre Type	Cadre type of this employee position.
Positions With Assignment	No. of assignments using the given employee position
Positions Without Assignment	No. of occupied Cadre without employee assignments
Created By	Read Only field, Populated automatically by the system at creation time of the record.
Created Date	Read Only field, Populated automatically by the system at creation time of the record.
Approved By	Populated automatically by the system when the corresponding Workflow reaches its Approval stage
Approved Date	Populated automatically by the system when the corresponding Workflow reaches its Approval stage
Degree Tab	This tab used to include information about the degree of Education
Certificate Tab	This tab used to include information about the certificates
Skill Tab	This tab used to include information about the skills.
Financial Coding Block Tab	Financial Coding Block of the Employee position.
Dimension Tab	This tab describes the Dimensions as Economic Magnitude or Number of Subalterns associated for a position
Work Conditions Tab	This tab describes the Work Conditions associated for a position.
Experience Tab	This tab used to include information about the Experience.
Position Spoken Languages Tab	This tab used to include information about the Spoken Languages.
Position Knowledge Tab	This tab used to include information about the Knowledge.
Main Functions Activities Tab	This tab used to include information about the Main Functions Activities
Main Relationshipsips Tab	This tab used to include information about the Main Relationship.
Nature Tab	This tab used to include information about Nature.
Other Aspects Tab	This tab used to include information about other aspects.
Attachment Tab	Set of possible attachments

Attachment

Overview

The Attachment Tab is used to attach any necessary documents related to Employee Position.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country Specific Language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
User	The name of users uploading the attachment.
Language	Language used in the Attachment file.

Create a Certificate

1. Enter the new Certificate information. Fields with an asterisk are mandatory fields.

2. Check the Is Required checkbox, as required.

Is Required: If checked, the certificate is mandatory for the Employee Position.

3. Select Certificate from drop down menu.

Certificate: The certificate that is required for this position.

4. Click on the Save and Return icon to save the Certificate information and return to the Employee Position screen, or click on the Discard icon to discard the Certificate information and return to the Employee Position screen.

Create a Degree

1. Enter the new Degree information. Fields with an asterisk are mandatory fields.

2. Check the Is Required checkbox, as required.

Is Required: If checked, the degree is mandatory for the Employee Position.

3. Select Degree from drop down menu.

Degree: The degree that is required for the Employee Position.

4. Click on the Save and Return icon to save the Degree information and return to the Employee Position screen, or click on the Discard icon to discard the Degree information and return to the Employee Position screen.

Dimension

Overview

This tab describes the Dimensions as Economic Magnitude or Number of Subalterns associated for a position

Main Relationship tab screen fields

Fields	Description
Dimension Code	Dimension code
Dimension Type	Dimension type.
Description	Description of the Dimension.

Experience

Overview

This tab used to add information about the Experience required for the Employee position.

Experience tab screen fields

Fields	Description
Serial Number	Serial number of the Experience Tab
Years of Experience	Number of years of experience
Description	Description of the experience.

Financial Coding Block

Overview

This tab includes Financial Coding Block of the Employee position.

Financial Coding Block Tab screen fields

Fields	Description
Percentage	Percentage of the chargeable amount for this coding block. This is directly linked to the financial coding block. When there is only 1 financial coding block, then the percentage is 100. When there are many lines of financial coding block, the sum of all the lines (percentage field) must add up to 100.
Coding Block	lookup to select the coding block.

Main Functions Activities

Overview

This tab used to add information about the Main Functions Activities required for the Employee position.

Main Functions Activities tab screen fields

Fields	Description
Serial Number	Serial number of the Main Functions Activities Tab
Description	Description of the Main Functions Activities.

Nature

Overview

This tab used to add information about the Main Nature for the Employee position.

Nature tab screen fields

Fields	Description
Serial Number	Serial number of the Nature Tab
Nature Type	Type of nature, available values are problems, responsibilities.
Description	Description of Nature.

Skill

Navigation click the New Iconunder

Create a Skill

1. Enter the new Skill information. Fields with an asterisk are mandatory fields.

2. Check the Is Required checkbox, as required.

Is Required: If checked, the skill is mandatory for the Employee Position.

3. Select Skill from drop down menu.

Skill: The skill that is required for the Employee Position.

4. Click on the Save and Return icon to save the Skill information and return to the Employee Position screen, or click on the Discard icon to discard the Skill information and return to the Employee Position screen.

Work Condition

Overview

This tab used to add information about the work condition of the employee position.

Experience tab screen fields

Fields	Description
Work Condition Code	Work Condition code of the tab
Description	Description of the experience.

Cadre Management

Cadre Management Entities

Create Cadre

Overview

Create Cadre allow the users to run “Cadre Management” operations regarding Create New Cadre

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Entities ► Create Cadre

Create Cadre screen Fields

Fields	Description
Code	Unique identifier code for each record
Request Type	It shows the type of request of Create Cadre.
Workflow Status	Display the work flow process status of the Create Cadre. Possible values are Created, Approval request from Spending Agency, Approval Requested, Approved, Cancelled
Created Date	Reference to the Date created the instant
Approved Date	Reference to the Date approved the instant
Increase Actual Cadre	User will increase actual cadre if need is to increase the number of occupied position. The given value should not increase from Vacant Cadre
Institution	The Organization unit - Institution - to which the position belongs
Created By	Reference to the user ID created the instant
Required No of posts	No. of posts to be created as per the requirement
Post Required Reason	The reason to increase post
Language	Select the language used to register the description and name
Coding Block	The specific coding block that will affect the position specifics
If Other State Reason	A complementary description to the Create Cadre
Required Post Justification	Description of Required Posts Justification
Was there Similar Requisition Before	If checked, the requisition is available before.
Active	If unchecked the Cadre is not active
Established	If unchecked the Establish is not available for Create Cadre
Describe the Decision	If unchecked the Decision is not available for Create Cadre
Quote Department of Management Service Reference & Dates Annual Expenditure	Additional statement from a specific department regarding the present request.
Annual Expenditure	Estimated cost for a given post(s) requisition
Estimated Expenditure	It will allow the user to create/establish a list of valid expenditure
Employee Position To Be Suppressed	Reference to the Employee Position ID to be suppressed
Notes	Description of the create cadre
Generic Position	Generic positions are managed by Public service and generic. The Generic Position Parent from this cadre.
Description	Employee Position Title should be there.
Employment Type	The cadre user will be able create/establish valid Employment Type for the given position.
Cadre Type	The cadre user will be able to classify the type of cadre in terms of Spatial location, example: National Provincial, etc.
Service Type	The Position Category parent of the Generic Position/Employee Position, categorized as Service Level.
Reporting Order	The cadre user will insert data in order to allow ascending sort for reporting purposes.

Applicable Grade

Overview

Applicable Grade is to enable the user with the possiblity of creating applicable grades (salaries)

Create Applicable Grade screen Fields

Fields	Description
ID	Unique identifier code for each record
Cost Item Scale Group	It contains information about the group that will be used in the cost item scale.
Service Level	The service level correspondent to the Cost item Scale Group

Attachments

Overview

It is to enable the user with the possibility of attachments creation

Attachment screen Fields

Fields	Description
ID	Unique identifier code for each record
Attachment Classification	Classification of the Attachment. This could be useful to classify the attachment being added by the user based on a pre-defined listed configured by the users.
Language	Select the language used to register the description and name
Title	Title of the document
Description	Description of the Attachment.
Attachment	Complete reference to the file attached .xls,.Doc, .Pdf , .Jpeg, .Bitmap, .Png, *.Tiff
Date Time	Date and Time of the last operation performed on the attachment document
Date	Date will use to classify the field in terms of date
User	Last user who uploaded or updated the document. Automatically assigned by the system

Cadre Employee Position Financial Coding Block

Overview

Cadre Employee Position Financial Coding Block contains all positions in the government. Each position needs to belong to an institution.

Cadre Employee Position Financial Coding Block screen Fields

Fields	Description
Percentage	This is directly linked to the financial coding block. When there is only 1 financial coding block, then the percentage is 100. When there are many lines of financial coding block, the sum of all the lines (percentage field) must add up to 100
Coding Block	It contains the information of every coding block with the structure (number of elements and order of concepts) of the Group.

Suppress Cadre

Overview

Suppress Cadre will allow the user to run “Cadre Management” operations.

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Entities ► Supress Cadre

Supress Cadre screen Fields

Fields	Description
Code	Unique identifier for each record
Motive	It display the request type of Suppress Cadre
Status	Display the work flow process status of the Suppress Cadre. Possible values are Created, Approval request from Ministry, Approval Requested, Approved, Cancelled
Date Time	The combination of Date and Time. When request was posted by the user
User	Automatic populated with reference to the logged-in Application User.
Suppressed Posts required Reason	The reason to decrease posts
Was There a Similar Requisition Before	If checked, the requisition is available before.
Employee Position	Reference to the employee position ID to be suppressed
Institution	The Organization unit Institution to which the position belongs
Required no of Posts to be Suppressed	No. of Posts to be Suppressed given by user
Estimated Annual Savings for the Suppressed Posts	Estimated Cost for a given post(s) requisition
Language	Select the language used to register the description and name
If other State the Reason	A complementary description to the Suppressed Posts Required Reason
Suppressed Posts Justification	Description of Suppressed Posts Justification
Quote Department of Management Service Reference & Sales Dates	Description of Quote Department of Management Service Reference & Sales Dates
Notes	Description of Suppress Cadre

Attachment

Overview

The purpose of this screen is to enable the user with the possiblity of attachments creation.

Attachment Tab screen Fields

Fields	Description
Id	Unique identifier for each record
Attachment Classification	Classification of the Attachment. This could be useful to classify the attachment being added by the user based on a pre-deified listed configured by users
Language	Select the language used to register the description and name
Title	Title of the document
Description	Description of the attachment.
Attachment	Complete reference to the file attached
Date Time	The combination of Date and Time.
Date	To classify this field in terms of date. It will be used as reference for Reports and Forms
User	It shows the last user who uploaded or updated the document. Automatically assign by the system.

Update Actual Cadre

Overview

Update Actual Cadre allow the users to run “Cadre Management” operations regarding Report Actual Cadre – vacant cadre management

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Entities ► Update Actual Cadre

Update Actual Cadre screen Fields

Fields	Description
Code	Unique identifier code for each record
Request Type	It shows the type of request of Update Actual Cadre.
Is Decrease	It hold a Boolean value (checked/unchecked). Which hold the default value as unchecked.
Created By	Reference to the user ID created the instant
Workflow Status	Display the work flow process status of the Suppress Cadre. Possible values are Created, Approval request from Ministry, Approval Requested, Approved, Cancelled
Increase Actual Cadre	User will increase actual cadre if need is to increase the number of occupied position. The given value should not increase from Vacant Cadre
Decrease Actual Cadre	User will increase actual cadre if need is to reduce the number of occupied position.
Institution	The Organization unit - Institution - to which the position belongs
Employee Position	Reference to the Employee Position ID to be increased/decreased
Work Location	The location where the position is assigned to work
Applicable Grade	The selected Cost Item Scale group for the given Position
Salary Grade	The possible Sub- groups for the mentioned Cost Item Scale Group
Coding Block	The specific coding block that will affect the position specifics
Vacant Cadre	it shows the number of vacancies per Employee position
Created Date	Reference to the Date created the instant

Cadre Management Support Entities

Increasing Motive

Overview

Increasing Motive allow the users to create/establish a list of valid reasons to justify posts increasing.

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Support Entities ► Increasing Motive

Increasing Motive screen Field

Fields	Description
Code	Unique identifier for each record
Active	If unchecked the Employment Type will not be available for module anymore
Increase	If checked the description applies to Increase motive
Decrease	If checked the description applies to decrease motive
Language	Select the language used to register the description and name
Name	Description of the Component Type

Additional Posts Expenditure

Overview

Additional Post Expenditure allow the users to create/establish a list of valid expenditure affections regarding additional post requesting.

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Support Entities ► Additional Posts Expenditure

Additional Post Expenditure screen Fields

Field	Description
Code	Unique identifier for each record.
Is Active	If unchecked the Additions posts expenditure will not be available for the module anymore.
Language	Select the Language used to register the description and name
Name	Description of the Component Type NLS

Cadre Type

Overview

Cadre Type allow the users to create/establish a list of valid Cadre Types. Per Cadre Type we mean:

National
Provincial
SoES, etc.

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Support Entities ► Cadre Type

Cadre Type screen Fields

Fields	Description
Code	Unique identifier for each record
Is Active	If unchecked the Cadre Type will not be available for module anymore
Is National	If checked the Cadre type is National
Is Provincial	If checked the Cadre type is Provincial
Is SoES	If checked the Cadre type is SoES
Language	Country specific language used to store Name field
Name	Description of the Component Type

Employment Type

Overview

Employment Type enables the user to configure positions in terms of types of employment such as:

Permanent
Temporary
Contract, etc.

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Support Entities ► Employment Type

Employment Type screen Fields

Fields	Description
Code	Unique identifier for each record
Active	If unchecked the Employment Type will not be available for module anymore
Is Permanent	If checked the Employee type is Permanent
Is Contract	If checked the Employee type is Contract
Is Casual	If checked the Employee type is Casual
Language	Select the language used to register the description and name
Name	Description of the Component Type

Estimated Cadre per Fiscal Year

Overview

Estimated Rate enables the MoF assigned user to establish a rate in order to:

1.Estimate Cadre Needs for the upcoming fiscal year.

2.Compare Estimate Cadre with Previous Year(s)

Navigation

Human Resources ► Position Management ► Cadre Management ► Cadre Management Support Entities ► Estimated Cadre per Fiscal Year

Estimated Cadre screen Fields and Tabs

Fields	Description
Code	Unique identifier for each record
Is Active	If unchecked the Estimated Cadre will not be available for module anymore
Fiscal Year	It contains the different fiscal years registered within the system
Employee Position	It contains all position in the government. Each position needs to belongs to an institution
Total Actual Cadre Amount	Calculated amount of Position Staff quota, Position with assignment and Position without assignment
Total Estimated Cadre Amount	The calculated amount per Estimate

Estimated Cadre Category

Overview

Estimated Cadre Category tab will allow the user to create rates per service level

Estimated Cadre Category Tab screen Fields

Fields	Description
Correlative	Correlative Unique identifier for each record
Actual Cadre Amount	The Actual Cadre per service level
Service Level	This will allow the users to classify the Cost Item Scale Group in terms of Service Level
Estimated Cadre Amount	The value foe Estimated Cadre

Reports

Cadre Budget Report

Overview

The purpose of this report is to show Actual and Approved Cadre by Employee Positions per one given Institution regarding Employment Type (Situation Code Combination) e.g.:

Permanent,
Contract,
Casual or Temporary.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Budget Report

Cadre Budget Report Filter Fields

Field	Description
Date	Filter Criteria displaying a list of Date.
Service Level	Filter Criteria displaying the list of Service Level.
Employee Position	Filter Criteria displaying the list of Employee Position.
Employment Type	Filter Criteria displaying the list of Employment Type.
Institution	Filter Criteria displaying the list of Institution.

Cadre Budget Report Approval Requested

Overview

The purpose of this report is to show Approved and Approval Requested Cadre by Employee Positions per one given Institution regarding Employment Type (Situation Code Combination) e.g. Permanent; Contract; Casual or Temporary

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Budget Report Approval Requested

Cadre Budget Report Approval Requested Filter Fields

Field	Description
As On	Filter criteria date value from the calendar button.
Service Level	Filter Criteria displaying the list of Service Level.
Employee Position	Filter Criteria displaying the list of Employee Position.
Employment Type	Filter Criteria displaying the list of Employment Type.
Institution	Filter Criteria displaying the list of Institution.

Cadre Class By Public Sector Report

Overview

The purpose of this report is to show cadre types per service level class by:

Institution
Employee Position
The report will allow the user to display the available in a given time-frame.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Class By Public Sector Report

Cadre Class By Public Sector Report Filter Fields

Field	Description
As On	Filter Criteria displaying a list of Date.
Service Level	Filter Criteria displaying the list of Service Level.
Employment Type	Filter Criteria displaying the list of Employment Type.
Institution	Filter Criteria displaying the list of Institution.

Cadre Planning Analysis Report

Overview

This report serves as a cadre planning analysis tool and shows the number of approved posts, actual number of positions and planned posts by Institution. This report is used for budget planning purposes.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Planning Analysis Report

Cadre Planning Analysis Report Filter Fields

Field

Field	Description
Fiscal Year	Fiscal Year on which users want to filter the report.
Institution	Institution as filter option.

Cadre Planning Report

Overview

The purpose of this report is to show:

Approved and Active Cadre.
Proposed (approval pipeline) Cadre.
per Ministry (Institution) accordingly Service Level (Senior, Secondary, Tertiary, Primary Level, etc.).
The report will allow the user to display the available in a given time-frame.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Planning Report

Cadre Planning Report Filter Fields

Field	Description
As On	Filter Criteria displaying a list of Date.
Service Type	Filter Criteria displaying the list of Service Type.
Salary Code	Filter Criteria displaying the list of Salary Code.
Institution	Filter Criteria displaying the list of Institution.

Cadre Report

Overview

This report serves as a cadre planning tool and shows the number of Actual and Approved Cadre per:

Institution
Employment Type
The report will allow the user to display the available in a given time-frame.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Report

Cadre Report Filter Fields

Field	Description
Start Date	Filter Criteria displaying a list of Date.
Salary Code	Filter Criteria displaying the list of Salary Code.
Service Type	Filter Criteria displaying the list of Service Type.
Institution	Filter Criteria displaying the list of Institution.

Cadre Summary Report

Overview

The purpose of this report is to show the totals (summary) of Actual and Approved Cadre by:

Service Levels per one given Institution.
Service levels are related with Cost Item Scale Groups and due to Government of Sri Lanka specific rules each Cost Item Scale Group is classified by one Service Level.
The report will allow the user to display the available information in a given time-frame.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Cadre Summary Report

Cadre Summary Report Filter Fields

Field	Description
Date	Filter Criteria displaying a list of Date.
Service Level	Filter Criteria displaying the list of Service Level.
Cadre Type	Filter Criteria displaying the list of Cadre Type.
Service Type	Filter Criteria displaying the list of Service Type.
Institution	Filter Criteria displaying the list of Institution.

Classification Of Employee By Service Type Report

Overview

The purpose of this report is to review the number of employees working in 3 different Administrative levels regarding Serive Type (position Category) Classifications:

National;
Provincial;
SoES;

The report will allow the user to display the available in a given time-frame.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Classification Of Employee By Service Type Report

Classification Of Employee By Service Type Report Filter Fields

Field	Description
Employee Position	Filter Criteria displaying a list of Employee Position.
Report Date	Filter Criteria displaying the list of Report Date.
Cadre Type	Filter Criteria displaying the list of Cadre Type.
Institution	Filter Criteria displaying the list of Institution.

Creation of New Post and Suppression Report

Overview

The purpose of this report is to:

show all the new posts that are created and suppressed during a fiscal year per by Institutions (i.e. Spending Units, Ministry etc.)
The report will allow the user to display the available in a given time-frame.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Creation of New Post and Suppression Report

Creation of New Post and Suppression Report Filter Fields

Field	Description
Start Date	Filter Criteria displaying a list of Date.
Fiscal Year	Filter Criteria displaying the list of Fiscal Year.
Cadre Type	Filter Criteria displaying the list of Cadre Type.
Institution	Filter Criteria displaying the list of Institution.

Employee Profile Report

Overview

The purpose of this report is to display Results from cadre planning at a summary level.

Navigation

Human Resources ► Position Management ► Cadre Management ► Reports ► Employee Profile Report

Employee Profile Report Filter Fields

Fields	Description
Fiscal Year	Fiscal year filter criteria for this report.
Category	Cost Item Scale Group filter criteria for this report.

Position Control Management

Position Control

Overview

The Position Control Management has the objective to detail by Budget Office, the vacants and occupied positions giving to each record of them an ordinal number as well as a budgeted salary which will have the reference of an already created Employee Position. In addition it will allow to perform Bulk Modifications on existing records.

Navigation

Human Resources ► Position Management ► Position Control Management ► Position Control

Position Control screen fields and tabs

Fields	Description
Budget Office	lookup to select Budget office for this position.
Ordinal Number	Sequence by Budget Office
Effective Date	Identifies uniquely the date when changes took place. It must be entered by the user.
Workflow Status	Workflow status of the position control
Is Active	When FALSE the Position Control is not available for the module anymore.
End Date Reason	If the Is Active field is false then this fields is active to give reasons for inactive.
Institution	lookup to select Institution for this position control.
Employee Position	Employee position for this position control. Employee Positions where its Institution is under the Budget Office selected in attribute Budget Office.
Pay Code	pay code applicable for this position control
Budgeted Salary	Defines the Budgeted Salary associated to the Position Control.
Type	This attribute could take one of the following values: 'Vacant' 'Occupied' The default value is 'Vacant'
Is Reserved	Defines if the position is reserved. If attribute Type is equal to 'Vacant' then this field must be Enable, otherwise Read-only.
Legacy Reference	Defines the Legacy Reference associated with the Position Control.
Employee Assignment	Defines the Employee assignment associated to the Position Control. If attribute Type is equal to 'Vacant' then the textbox and lookup button must be Read-only, otherwise must be enabled.
Created By	Read Only field. Populated automatically by the system at creation time.
Created On	Read Only field. Populated automatically by the system at creation time.
Approved By	Read Only field. Populated automatically by the system when the workflow reaches the approval stage.
Approved On	Read Only field. Populated automatically by the system when the workflow reaches the approval stage.
Position Control Financial Coding Blocks Tab	Tab to select the Coding Block for the position control.

Position Control Financial Coding Blocks

Overview

This tab includes Financial Coding Block of the position control.

Position Control Financial Coding Block Tab screen fields

Fields	Description
Serial Number	Serial number of the coding block tab
Percentage	Percentage of the chargeable amount for this coding block. This is directly linked to the financial coding block. When there is only 1 financial coding block, then the percentage is 100. When there are many lines of financial coding block, the sum of all the lines (percentage field) must add up to 100.
Coding Block	lookup to select the coding block.

Position Control Historical

Overview

This entity provides information about the history of position control.

Navigation

Human Resources ► Position Management ► Position Control Management ► Position Control Historical

Position Control Historical screen fields and tabs

Fields	Description
Budget Office	lookup to select Budget office for this position.
Ordinal Number	Sequence by Budget Office
Effective Date	Identifies uniquely the date when changes took place. It must be entered by the user.
Workflow Status	Workflow status of the position control
Is Active	When FALSE the Position Control is not available for the module anymore.
End Date Reason	If the Is Active field is false then this fields is active to give reasons for inactive.
Institution	lookup to select Institution for this position control.
Employee Position	Employee position for this position control. Employee Positions where its Institution is under the Budget Office selected in attribute Budget Office.
Pay Code	pay code applicable for this position control
Budgeted Salary	Defines the Budgeted Salary associated to the Position Control.
Type	This attribute could take one of the following values: 'Vacant' 'Occupied' The default value is 'Vacant'
Is Reserved	Defines if the position is reserved. If attribute Type is equal to 'Vacant' then this field must be Enable, otherwise Read-only.
Legacy Reference	Defines the Legacy Reference associated with the Position Control.
Employee Assignment	Defines the Employee assignment associated to the Position Control. If attribute Type is equal to 'Vacant' then the textbox and lookup button must be Read-only, otherwise must be enabled.
Created By	Read Only field. Populated automatically by the system at creation time.
Created On	Read Only field. Populated automatically by the system at creation time.
Approved By	Read Only field. Populated automatically by the system when the workflow reaches the approval stage.
Approved On	Read Only field. Populated automatically by the system when the workflow reaches the approval stage.
Position Control Financial Coding Blocks Tab	Tab to select the Coding Block for the position control.

Position Control Financial Coding Blocks

Overview

This tab includes Financial Coding Block of the position control.

Position Control Financial Coding Block Tab screen fields

Fields	Description
Serial Number	Serial number of the coding block tab
Percentage	Percentage of the chargeable amount for this coding block. This is directly linked to the financial coding block. When there is only 1 financial coding block, then the percentage is 100. When there are many lines of financial coding block, the sum of all the lines (percentage field) must add up to 100.
Coding Block	lookup to select the coding block.

Bulk Increase Budgeted Salary

Overview

Bulk Increase Budgeted Salary entity used to increase the budgeted salary of position controls.

Navigation

Human Resources ►Position Management ►Position Control Management ►Bulk Increase Budgeted Salary

Bulk Increase Budgeted Salary screen fields

Fields	Description
Application Id	Unique ID. Can be set as manual or automatic.
Workflow Status	Workflow status of the Bulk Increase Budgeted Salary entity.
Effective Date	Date when this bulk increase going to affect.
Is Increase Based On File	If this fields is True then the Increase Based On File.
Is Increase Based On Financial Coding Block	If this fields is True then the Increase Based On Financial Coding Block.
Financial Coding Block	Financial Coding Block of the Bulk Increase Budgeted Salary entity.
Percentage Of Increase	Percentage Of Increase of budgeted salary.
Amount Of Increase	Amount Of Increase of budgeted salary.
New Fixed Amount	If there is any Fixed amount of salary increase.
Is Obtain Not Included Data In Filters	If this fields is True then Obtain will Not Included Data in Filters
Position Controls Tab	A collection of one to many Position Control which is going to affect by the Increase Budgeted Salary.

Bulk Reserve (Vacants)

Overview

This process has as objective to perform bulk reserves into the Position Control entity only for the records where the value of attribute Type is equal to VACANT and attribute Status is equal to APPRVED and attribute Is Active is equal to TRUE.

Navigation

Human Resources ► Position Management ► Position Control Management ► Bulk Reserve (Vacants)

Bulk Reserve screen fields

Fields	Description
Budget Office	Budget office of the position control. Filter criteria to perform search position control.
Ordinal Number	Ordinal Number of the position control. Filter criteria to perform search position control.
Effective Date	Effective Date of the position control. Filter criteria to perform search position control.
Institution	Institution of the position control. Filter criteria to perform search position control.
Employee Position	Employee Position of the position control. Filter criteria to perform search position control.
Budgeted Salary	Budgeted Salary of the position control. Filter criteria to perform search position control.
Is Reserved	Is Reserved field of the position control. Filter criteria to perform search position control.
Legacy Reference	Legacy Reference of the position control. Filter criteria to perform search position control.

Bulk Modification

Download Template

Overview

This entity allows users to download the bulk update import template.

Navigation

Human Resources ► Position Management ► Position Control Management ► Bulk Modification ► Download Template

Download Template screen fields

Fields	Description
Budget Office	This field used for Data Access Security.

Upload Template with changes

Overview

This entity allows users to import the bulk update import template.

Navigation

Human Resources ► Position Management ► Position Control Management ► Bulk Modification ► Upload Template with changes

Upload Template with changes screen fields

Fields	Description
Import File	This field used for choosing the import file.

Bulk Modification Execution Log

Overview

This entity allows users to download the bulk update import template.

Navigation

Human Resources ► Position Management ► Position Control Management ► Bulk Modification ► Bulk Modification Execution Log

Bulk Modification Execution Log screen fields

Fields	Description
Process Start Timestamp	When the import process starts
Process Finish Timestamp	When the import process ends
Application User	Application User who performs the import process.
Institution	The institution of the import file.
Execution Result Type	Execution Result. possible values are Failed, Fully Imported, Partially Imported, No Records Imported, validation Errors.