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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 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
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 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
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: [email protected].
• 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.
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