qualifications data in remus power -...

Version 1.0 Last updated 20/10/2011

EmpowerHR – QUALIFICATIONS

Written and Distributed by Payroll Services Human Resources

\\cedata\hru\HRUInternal\HR Manuals\Payroll Services Manual\Classifications and Positions\Qualifications.docx 20/10/11

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Payroll Services Manual

DOCUMENT CONTROL SHEET

Contact for Enquiries and Proposed Changes If you have any questions regarding this document contact:

Name: Carey Edge Title: Payroll Team Leader Phone: (08) 8302 1773 Fax: (08) 8302 1812 Email: [email protected] Located at: \\Cedata\hru\HRUInternal\HR Manuals\Payroll Services Manual\Classifications and

Positions\Qualifications Web address of this document:

http://www.unisa.edu.au/hrm/manuals/empowerhr/qualifications.doc

Revision History

Revision Date Name Description of Revisions

1.0 02-Nov-09 Sarah Robinson Updated in line with new look and feel process associated with version 9

2.0 07-Apr-11 Sarah Robinson Updated in line with version 10 functionality

3.0 20-Oct-11 Sarah Robinson Updated in line with version 10.3a functionality

mailto:[email protected]

http://www.unisa.edu.au/hrm/manuals/empowerhr/qualifications.doc


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INDEX

DOCUMENT CONTROL SHEET ................................................................................................................... 2

OVERVIEW ................................................................................................................................................ 4

Entering Qualification Data ...................................................................................................................... 5

Amending Qualification Data ................................................................................................................. 10

Deleting a Qualification Record .............................................................................................................. 12

Viewing Qualification Data ..................................................................................................................... 14

ATTACHMENT A ...................................................................................................................................... 16

ATTACHMENT B ...................................................................................................................................... 17


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OVERVIEW The collection of qualifications data in Empower assists the university with staff profiling and other corporate and external reporting requirements. The qualifications data is viewed and entered through the Skills and Competency profile functionality. The following information will assist you to enter and view this data. Qualifications data will also be incorporated into the reporting function provided through UniSAinfo, the web based management information system.


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Entering Qualification Data To enter qualifications for an employee, go to Tasks > Employees > Skill and Competency Profile > Qualification:

The following screen will appear:


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Enter the employee ID and click on find now. The following screen will be displayed:

Click on the “ ” icon or select File > New. The following screen will appear:


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FIELD NAME EMPLOYEE Enter the employee ID number or use the look-up window. Tab.

FIELD NAME QUAL CODE

Click on the look-up window. A table of qualification codes will be displayed. Highlight and double click on the correct qualification code. Tab. The following table provides additional information to assist you with your selection of qualification code:

CODE SHORT DESCRIPTION LONG DESCRIPTION DETYA DEFINITION

4 character control table

10 characters 60 characters

0100 Higher PhD Higher Doctorate Very rarely used. A doctorate conferred by an institution as a result of a lifetimes research work.

0200 PhD Rch Research Doctorate (PhD) Two thirds or more by research

0300 PhD Cwk Coursework Doctorate (PhD) Two thirds or more by coursework

0400 MastersRch Masters by Research

0500 MastersCwk Masters by Coursework

0600 Postgrad Other Postgraduate award (Grad Dip, Postgrad Dip, Graduate Certificate)

0700 BachHons Bachelor Honours

0710 Bachelor Bachelor

0711 Bachelor2 Second Bachelor Degree

0800 Diploma Other Undergraduate (Advanced Diploma, Diploma, Associate Degree etc)

0801 Diploma2 Second Diploma

0900 Certificate Certificate

1000 Other Other non-award qualification

9999 Misc Miscellaneous

2nd

and subsequent qualifications of the same level (example: three Bachelor Degrees) for the same person will be recorded as: 0710 Bachelor BA Bachelor of Arts 0711 Bachelor2 BBus Bachelor of Business

FIELD NAME DURATION Tab over this field. No information required.

FIELD NAME FROM DATE

If entering a degree in progress please enter the commencement date if known. If entering a completed degree do not enter any date. Tab.


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FIELD NAME TO DATE

If entering a degree in progress please enter the expected completion date if known. If entering a completed degree do not enter any date. Tab. *Note: It is important to check progress of qualifications and this data in Empower as an expected completion date will be required. Enter date in this field as 090199 and press Tab. For example: you may want to run a report in January each year to contact those employees whose qualification has an expected completion date occurring in the previous year to check if the degree has now been completed.

FIELD NAME PROFICIENCY Tab over this field. No information required.

FIELD NAME LOCATION Enter the institution at which the course is being taken or the qualification was conferred e.g. Monash University. Please enter the institution name in full – do not abbreviate. Convention is usually to write University of Adelaide rather than Adelaide University. Tab.

FIELD NAME COMMENTS It is important that the specific qualification details are entered correctly in this field as the data will be used for reporting purposes in both myUniSA and BI Reporting. This is a text field of up to 100 characters. Please enter the full abbreviation of the qualification first. A list of these is provided as Attachment A (e.g. Bachelor of Applied Science is entered as BAppSc). Do not use any full stops. The list is not conclusive. If the abbreviation of the qualification being entered is known - use it. The employee themselves may know the abbreviation for the qualification, alternatively the internet site of the awarding institution may provide the approved abbreviation. Do not make one up, if all else fails then enter the type of qualification Bachelor, Diploma, Certificate, GradDip etc. You must then press the SPACE 6 times (e.g. ) and then enter the full name of the qualification in upper and lower case (e.g. Bachelor of Arts, Master of Arts, Doctor of Philosophy, Graduate Diploma of Education). Please refer to the listing provided as Attachment A (e.g. Bachelor of Applied Science). It is not necessary to add whether the qualification was achieved via Coursework or Research in the description as this can be obtained via the code.

FIELD NAME QUAL FIELD CODE Tab over this field. No information required.

FIELD NAME QUAL LEVEL Tab over this field. No information required.

FIELD NAME COST Tab over this field. No information required.

FIELD NAME STATUS

Enter a “c” (Completed) if qualification is completed or “i” (Incomplete) if the qualification is in progress.


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FIELD NAME STATUS DATE

Enter the date the qualification was conferred. If the year is known (but not the day and month) select the 31

st December of that year.

Your screen should look similar to this:

Click on “Save”.


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Amending Qualification Data To amend qualification data, go to Tasks > Employees > Skill and Competency Profile > Qualification The following screen will appear:


Highlight and double click on the employee qualification line to be amended. The following screen appears:


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The system will allow you to amend all details except the “Qual Code”. If this data is entered incorrectly you must delete the record and re-enter correctly. Make the required changes and click on “Save”.


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Deleting a Qualification Record To delete an incorrect qualification record, go to Tasks > Employees > Skill and Competency Profile > Qualification The following screen will appear:



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Highlight the record that you wish to delete. Then click on the “ ” icon or select File > Delete. The record will display. Click on “Save”. The following confirmation will then display:

Click on “OK”. The record will then be deleted.


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Viewing Qualification Data

You are able to view qualifications data either through EmpowerHR or UniSAinfo. To do this in EmpowerHR, go to Tasks > Employees > Skill and Competency Profile > Qualification The following screen will appear:



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To view the complete record, highlight the record and double click. However, if you wanted to search on all Phd’s with an “incomplete” status, enter the following details in the “Advanced Search” screen:

The following search results will be displayed:


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ATTACHMENT A

SHORT DESCRIPTION LONG DESCRIPTION

10 Characters 60 Characters

BAppSc Bachelor of Applied Science

BArch Bachelor of Architecture

BA Bachelor of Arts

BBldg Bachelor of Building

BBus Bachelor of Business

BCom Bachelor of Commerce

BEc Bachelor of Economics

BEd Bachelor of Education

BE Bachelor of Engineering

LLB Bachelor of Law

BMgmt Bachelor of Management

BMath Bachelor of Mathematics

BMus Bachelor of Music

BNur Bachelor of Nursing

BPharm Bachelor of Pharmacy

BSc Bachelor of Science

BSocSc Bachelor of Social Sciences

BSocWk Bachelor of Social Work

Cert Certificate

CertEd Certificate of Education/Teaching

DipAppSc Diploma of Applied Science

DipEd Diploma of Education

DipT Diploma of Teaching

PhD Doctor of Philosophy

GradCert Graduate Certificate

GradDipA Graduate Diploma of Arts

GradDipBus Graduate Diploma of Business

GradDipEd Graduate Diploma of Education

GradDip Graduate Diploma Other

MAppSc Master of Applied Science

MA Master of Arts

MBA Master of Business Administration

MEd Master of Education

ME Master of Engineering

MHlthSc Master of Health Sciences

MLib Master of Librarianship

MNurs Master of Nursing

MPsych Master of Psychology

MSc Master of Science

MSocA Master of Social Admin

MSocSc Master of Social Sciences

RN Registered Nurse


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ATTACHMENT B

UNIVERSITY OF SOUTH AUSTRALIA - QUALIFICATION PROFORMA PERSONAL DETAILS Name

Position Title

School/Unit/Institute

QUALIFICATION DETAILS Use a separate form for each qualification. Full Name of Qualification eg Bachelor of Business

Official Abbreviation of Qualification eg BBus

Institution Award Conferred eg Queensland University of Technology

Date Conferred (If Completed)

/ /

Date Commenced (If In Progress)

/ /

Estimated Completion Date

/ /

The qualification type below are categorised according to Detya requirements. Please circle the description appropriate to your qualification in accordance with Australian equivalency standards. 1. Higher Doctorate 0100

2. Doctorate by Research 0200

3. Doctorate by Coursework 0300

4. Masters by Research 0400

5. Masters by Coursework 0500

6. Other Postgraduate award (Graduate Diploma, Postgraduate Diploma, Graduate Certificate etc)

0600

7. Bachelor Honours

0700

8. Bachelor 0710

9. Other Undergraduate (Advanced Diploma, Diploma, Associate Degree etc)

0800

10. Certificate 0900

11. Other non-award qualification 1000

12. Miscellaneous 9999

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