AIM

BP.090 Business Process

Documentation

Volta River Authority (VRA)

Oracle Human Resources Management

System (HRMS)

Human Resources, Self Service,

Learning Management

Phase III
Author: VESL Technologies Ltd
Creation Date: 01 July 2009
Last Updated: 25 September 2014
Document Ref: VRA/EBS-BP90/001
Version: 2.1

Copy Number _____

Page 1
Document Control

Change Record
10

Date Author Version Change Reference

01-July-09 Joseph Millioni 1.0 No previous documents

27-Aug-09 Theo Nii Okai 1.1 Updated Org Chart
14-Sep-09 Kiran Rana 1.2 Included Payroll,RetroPay and PF Process
18-Sep-09 Joseph Millioni 1.3 Included note on length of stay of self service
transactions (page 37)
Included note on Attachment of supporting
documents (page 37)
Updated Special Salary Advance flowchart (page 45)
19-Sep-09 Kiran Rana 1.4 Excluded note on Attachments of supporting
documents (page 37)
25-Sep-09 Kiran Rana 1.5 Updated Interest Calculation formula on (page 74)
Updated Leavers payroll process to include Other
elements which are currently not available in the
Payroll module (page 77)
Updated Staff Subscription to the PF membership
scheme (page 73)
Updated Beneficiary nomination form to read
percentage instead of Proportion of amount (page
61)
26-Sep-09 Joseph Millioni 1.6 Included Payroll in the Overview and Document
Purpose (page 9)
Corrected GRIDCO date of incorporation (page 9)
Updated section A.1.7 to elaborate on the statement
of “multiple positions” (page 17)
Updated Talent Management section to provide
details of succession planning (page 30)
Updated Flowchart F.1.8 to elaborate on promotion
based on performance
Included section H1.1
Included flowchart H1.4 for Disiplinary procedures
for minor offenses

28-Sep-09 Vincent Zulee 1.7 Updated on Interest sharing formula for Active and
Non-Active members (Page 75)
30-Sep-09 Emmanuel Crentsil 1.8 Updated on the capturing of data using the tool such
as ADI/dataloader (Page 83). Aslo reviewing of the
elements that are in use for creating element set and
reporting of the same (Page 84)
07-Oct-09 Joseph Millioni 1.9 Updated Flowchart H.1.18
Included Flowchart C.1.27 and C.1.28
Included Flowchart H.1.11. and H.1.12.
23-Oct-09 Chetan Singh 2.0 Included Flowchart C.1.29 and C.1.30

Page 2
Date Author Version Change Reference

30-Oct-09 Joseph Millioni 2.1. Incorporated MIS/Audit requirement in section I

Updated and refined section E including feedback
from sub-committee review
Included note on new conditions of service (1.4)
Updated Personal information, Contact and
Dependent Details
Updated flowchart C.1.19 to indicate max number of
months
Updated flowchart C.1.10 for restrictions on
dependents
Updated flowchart C.1.27 to indicate persons taken
over from
Updated flowchart C.1.29 to indicate supervisor
review, and OT exceeding 20 hrs
Minor corrections to various flowcharts reflected
04-Nov-09 Joseph Millioni 2.2 Incorporated changes to recruitment section
Updates to Self Service transactions for Employees
and Managers
Incorporated changes to PF/Payroll section
Updated various flowcharts

Page 3
Reviewers

Name Position

Kiran Rana Project Manager

Theo Nii Okai Project Coordinator

Distribution

Copy Name Location

No.

1 Director MIS Accra, Ghana

2 Director HR Accra, Ghana
3
4
5
6

Note To Document Holders:

If you receive an electronic copy of this document and print it out, please write your name on
the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for
document control purposes.

Page 4
Contents

Document Control .................................................................................................................. 2

1. Overview and Document Purpose ............................................................................. 10

1.1 Volta River Authority background ........................................................................................ 10

1.2 VRA Transitional Organization Chart .................................................................................... 11

1.3 Structure of Document and Processes .................................................................................. 12

1.4 Reference to Other documentation, Personnel Manuals/Collective Agreements ....................... 12

A. Work Structures ........................................................................................................ 13

A.1. Work Structures Monthly Maintenance Processes ................................................................. 13

A.1.1. Locations and Cost Centers ............................................................................................ 13
A.1.2. Organizational structures ............................................................................................... 14
A.1.3 Flowchart: Organizational unit definition and link to locations ............................................ 15
A.1.4. How Oracle HRMS represents organizational roles and Key Flex Field structures ................ 16
A.1.5. Proposed Position structure adoption and restrucruing of “Job-Position”............................ 16
A.1.6. Job KFF Structure .......................................................................................................... 17
A.1.7. Position KFF Structure.................................................................................................... 18
A.1.8. Summary of Position structure adoption and “Job-Position” restructuring .......................... 18
A.1.9. Flowchart: Position structure adoption and “Job-Position” restructuring process ................ 20
A.1.10. Step-by-Step strategy for Position structure adoption and “Job-Position” restructuring ..... 21
A.1.11. Flowchart: Roles definition (Jobs and Positions) ............................................................. 23
A.1.12. Grades and Salary Scales ............................................................................................. 24
A.1.13. People Group – housed/not housed, societies, groupings ............................................... 24
A.1.14. Define Work Structures ................................................................................................ 25
A.1.15. Define Organization Hierarchy ...................................................................................... 25
A.1.16. Define Position Hierarchy ............................................................................................. 25
A.1.17. Review Work Structures ............................................................................................... 25
A.1.18. Maintenance: Closing Work Structures and creating new versions ................................... 26
A.1.19. Ownership .................................................................................................................. 27

B. Recruitment and Talent Management ....................................................................... 28

B.1. Daily Recruitment Processes ............................................................................................... 28

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 B.1.1. Policy of encumbering vacancies..................................................................................... 28
B.1.2. Staff Requisition Process ................................................................................................ 28
B.1.3. Filling of vacancies from within the Authority ................................................................... 29
B.1.4. Advertisements of vacancies .......................................................................................... 29
B.1.5. Unsolicited applications and Candidate application process ............................................... 30
B.1.6. Candidate selection process and Interviews .................................................................... 30
B.1.7. Pre-Employment Medical Examination and appointment ................................................... 31
B.1.8. Probation ...................................................................................................................... 31
B.1.9. Oracle HR Recruitment Functionality ............................................................................... 31
B.1.10. Oracle Talent Management .......................................................................................... 31
B.1.11. Suitability Matching...................................................................................................... 32
B.1.12. Succession Planning ..................................................................................................... 33
B.1.13. Flowchart: Highlevel Oracle HR Cycle ............................................................................ 34
B.1.14. Manual Versus Oracle HR Recruitment .......................................................................... 34
B.1.15. Flowchart: Personnel requisition capture and approval ................................................... 36
B.1.16. Flowchart: Capture recruitment activities and costs ....................................................... 37
B.1.17. Flowchart: Candidates application process and entry ..................................................... 38
B.1.18. Flowchart: Candidates progression (to offer/termination) ............................................... 39
B.1.19. Flowchart: Hire employee ............................................................................................ 40
B.1.20. Maintaining Employee Information ................................................................................ 41
B.1.21. Ownership .................................................................................................................. 41

C. Employee Self Service Transactions .......................................................................... 42

C.1. Daily Employee Maintenance Transactions ........................................................................... 42

C.1.1. Employee Self Service .................................................................................................... 42
C.1.2. Manager Self Service ..................................................................................................... 43
C.1.3. Self Service Approval options ......................................................................................... 44
C.1.4. Flowchart: Self Service Approval options ......................................................................... 46
C.1.5. Self Service transactions initiated by Employees .............................................................. 47
C.1.6. Flowchart: Education/Professional Qualifications maintenance .......................................... 48
C.1.7. Flowchart: Competencies maintenance ........................................................................... 49
C.1.8. Flowchart: Updating personal details .............................................................................. 50
C.1.9. Flowchart: Staff Provident Fund subscription ................................................................... 51
C.1.10. Flowchart: Medical form (For Med. Form 42 and Med. Form 43) ..................................... 52
C.1.11. Flowchart: Salary advance ........................................................................................... 54
C.1.12. Flowchart: Special Salary advance ................................................................................ 55
C.1.13. Flowchart: Advance in lieu of first salary ....................................................................... 56
C.1.14. Flowchart: Rent advance .............................................................................................. 57
C.1.15. Loan for Personal Transport ......................................................................................... 58
C.1.16. Flowchart: Loan to Purchase Means of transport ............................................................ 59
C.1.17. Flowchart: Vehicle insurance loan ................................................................................. 60
C.1.18. Flowchart: Vehicle repair loan ...................................................................................... 61
C.1.19. Flowchart: Furniture loan ............................................................................................. 62
C.1.20. Flowchart: Special Furniture loan .................................................................................. 63
C.1.21. Flowchart: Child education loan .................................................................................... 64
C.1.22. Flowchart: Self development loan ................................................................................. 65
C.1.23. Flowchart: Recommendation for job evaluation ............................................................. 66
C.1.24. Flowchart: Beneficiary nomination form ........................................................................ 67
C.1.25. Flowchart: Medical expense claim form ......................................................................... 68
C.1.26. Flowchart: Expense account and allowance claim .......................................................... 69
C.1.27. Flowchart: Duty allowance ........................................................................................... 70

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 C.1.28. Flowchart: Acting allowance request ............................................................................. 71
C.1.29. Flowchart: Overtime authorization hours request ........................................................... 72
C.1.30. Flowchart: Overtime actual hours request ..................................................................... 72
C.1.31. Flowchart: Renewal of Professional Registration Fees .................................................... 74
C.1.32. Flowchart: Employee on Trek ....................................................................................... 75
C.1.33. Ownership .................................................................................................................. 76

D. Absence Management ..................................................................................................... 77

D.1. Daily Absence Management Processes ................................................................................. 77

D.1.1. Handing-over ................................................................................................................ 77
D.1.2. Vaction Leave ............................................................................................................... 77
D.1.3. Accumulation of Vacation Leave ..................................................................................... 78
D.1.4. Compassionate/Casual Leave ......................................................................................... 78
D.1.5. Special National Service ................................................................................................. 78
D.1.6. Jury Service .................................................................................................................. 78
D.1.7. Special Leave without Pay ............................................................................................. 79
D.1.8. Maternity Leave ............................................................................................................ 79
D.1.9. Sick Leave .................................................................................................................... 79
D.1.10. Leave without Pay ....................................................................................................... 79
D.1.11. Absence Management in Oracle HRMS .......................................................................... 80
D.1.12. Flowchart: Leave of Absence (Employees, except directors) ........................................... 81
D.1.13. Flowchart: Leave of Absence (Managers) ...................................................................... 82
D.1.14. Ownership .................................................................................................................. 83

E. Provident Fund and Pension, Payroll, and Retropay Management .................................. 84

E.1. Monthly PF & Payroll Processes ........................................................................................... 84

E.1.1. PF Application Process ................................................................................................... 84
E.1.2. PF Membership subscription form ................................................................................... 85
E.1.3. Scheme structures and Contributions .............................................................................. 86
E.1.4. Payments ...................................................................................................................... 86
E.1.5. Interest sharing ............................................................................................................. 87
E.1.6. Separation .................................................................................................................... 87
E.1.7. Issues to be addressed (as per scoping) ......................................................................... 88
E.1.8. Leavers Payroll Process ............................................................................................... 91
E.1.10. Pre Payroll Processes ................................................................................................... 93
E.1.12. RetroPay By Element Process ....................................................................................... 96
E.1.14. Capturing of data from various locations ....................................................................... 98
E.1.17. Ownership................................................................................................................. 100

F. Performance Management ............................................................................................. 101

F.1. Periodic / Annually Performance Management Processes ..................................................... 101

F.1.1. Employee Progression: ................................................................................................. 101
F.1.2. Current appraisal environment...................................................................................... 102
F.1.3. Modeling Performance Management processes in Oracle HCM ........................................ 103
F.1.4. Performance Rating Scales ........................................................................................... 103
F.1.5. Enterprise objectives and appraisals ............................................................................. 104
F.1.6. Manager Self Service Initiated Appraisals Process .......................................................... 104
F.1.7. Flowchart: Quarterly reviews and appraisals (1st, 2nd and 3rd Quarterly reviews) .............. 105

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 F.1.8. Flowchart: Quarterly reviews and appraisals (4th Quarter review or Probation review) ...... 106
F.1.9. Ownership................................................................................................................... 107

G. Training, Development and Learning Management ...................................................... 108

G.1. Monthly Training, Development and Learning Management Processes ................................. 108
G.1.1. VRA Policy .................................................................................................................. 108
G.1.2. Scheme of Service ....................................................................................................... 109
G.1.3. Conferences................................................................................................................ 109
G.1.4. Study Leave with Pay .................................................................................................. 109
G.1.5. Tuition and Examination Fees ...................................................................................... 109
G.1.6. Books ......................................................................................................................... 109
G.1.7. Local Programmes ....................................................................................................... 110
G.1.8. Training administration with Oracle Learning Management ............................................ 110
G.1.9. Learning Management KFF Structures .......................................................................... 111
G.1.10. Catalog Overview ...................................................................................................... 112
G.1.11. Flowchart: Creating a Catalog object .......................................................................... 113
G.1.12. Flowchart: Creating a Course ..................................................................................... 113
G.1.13. Flowchart: Creating an offering for a course ................................................................ 114
G.1.14. Group courses into Learning Paths and Certifications ................................................... 115
G.1.15. Creating Learning Paths ............................................................................................. 115
G.1.16. Creating sections and components for learning paths .................................................. 116
G.1.17. Competencies and prerequisites ................................................................................. 117
G.1.18. Associating learner competencies with courses ............................................................ 117
G.1.19. Associating course prerequisites with courses.............................................................. 117
G.1.20. Resources ................................................................................................................. 118
G.1.21. Flowchart: Creating Resources ................................................................................... 119
G.1.22. Flowchart: Booking a resource for classes ................................................................... 120
G.1.23. Enrollment ................................................................................................................ 121
G.1.24. Track and Manage Enrollments .................................................................................. 121
G.1.25. Class enrollment statuses........................................................................................... 121
G.1.26. Employee enrollment statuses ................................................................................... 122
G.1.27. Flowchart: Employees self enrollment in classes (overseas, in-house or local external
courses) – name, staff no etc is captured for person wishing to attend course is automatically
provided. 123
G.1.28. Flowchart: HR/Department heads Adding bulk enrollments to classes (Local, Overseas
courses) 124
G.1.29. Flowchart: Updating enrollment status ........................................................................ 125
G.1.30. Ownership ................................................................................................................ 126

H.1 Other Self Service Transactions and End Employment Processes ............................... 127

H.1. Other Self Service Transactions and End Employment Processes ......................................... 127
H.1.1. Disciplinary Procedures ................................................................................................ 127
H.1.2. Flowchart: Employment advice ..................................................................................... 130
H.1.3. Flowchart: Notice of action on interdiction, discharge or termination (Disciplinary
actions) 131
H.1.4. Self Service transactions initiated by Managers ............................................................. 132
H.1.5. Flowchart: Disciplinary Procedure – Minor Offences ....................................................... 133
H.1.6. Flowchart: Intra-departmental Transfer ........................................................................ 134
H.1.7. Flowchart: Interdepartmental Transfer ......................................................................... 134
H.1.7. Flowchart: Interdepartmental Transfer ......................................................................... 135

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 H.1.8. Flowchart: Change of Rate Slip .................................................................................... 136
H.1.9. Flowchart: Project Allowance ....................................................................................... 136
H.1.9. Flowchart: Project Allowance ....................................................................................... 137
H.1.10. Flowchart: Recommendation for job evaluation ........................................................... 138
H.1.11. Flowchart: Acting Appointment................................................................................... 139
H.1.12. Flowchart: Extra Duty Appointment ............................................................................ 140
H.1.11. Resignation ............................................................................................................... 141
H.1.12. Termination of Appointment by VRA ........................................................................... 141
H.1.13. Summary Dismissal ................................................................................................... 142
H.1.14. Redundancy .............................................................................................................. 142
H.1.15. Retirement................................................................................................................ 142
H.1.16. End employment process in Oracle HCM ..................................................................... 143
H.1.17. Flowchart: Voluntary retirement ................................................................................. 145
H.1.18. Flowchart: Compulsury retirement .............................................................................. 146
H.1.19. Flowchart: Clearance Certificate ................................................................................. 147
H.1.20. Flowchart: Retirement on medical grounds ................................................................. 148
H.1.21. Flowchart: Discharge (Death) ..................................................................................... 149
H.1.22. Flowchart: Contract Gratuity ...................................................................................... 150
H.1.23. Ownership ................................................................................................................ 151

I.1 Management Information Systems and Audit Requirements ...................................... 152

I.1. Summary of Scoped MIS and Audit requirements ............................................................... 152

I.1.1. Security Security and MIS ............................................................................................. 152
I.1.2. Configuration of components ........................................................................................ 152
I.1.3. Audit, additional reporting and other requirements/issues ............................................... 152
Open Issues ............................................................................................................................ 153
Closed Issues ........................................................................................................................... 153

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1. Overview and Document Purpose

During the period between 15th June 2009 and 19th June 2009, several sessions, workshops and meetings were
held with representatives from Human Resources, Accounts, Audit and Management Information Systems
departments. The purpose of these sessions was to engage all stakeholders in order to establish areas for
improving, extending and capitalizing on functionality that was not being used.

Following the scoping and requriements gathering exercise, this document covers the various business processes
that will be addressed across the currently licensed Oracle HRMS modules, specifically:

 Oracle Human Resources R12

 Oracle Payroll R12

 Oracle Self Service for HR R12

 Oracle Learning Management R12

 Oracle Workforce Performance Management R12

The purpose of this document is to communicate and document how the various business processes, and
transactions will be managed in the above Oracle HRMS modules as agreed in the scoping documentation.
Reference should be made to the scoping documentation for miscellaneous items listing of automated alerts,
prompts etc.

1.1 Volta River Authority background

The Volta River Authority (VRA) was established on 26th April 1961, under the Volta River Development Act, Act
46 of the Republic of Ghana.

Following the power sector reform in Ghana and separation of functions, the National Grid Company Ltd
(GRIDCO) and Northern Electricity Distribution Company Ltd (NEDCO) were established to be the electricity
transmission and the electricity distribution entities respectively.

Incorporated as an independent company in 15th December 2006, GRIDCO become operational in August 2008
and is responsible for the transmission of power generated by VRA. Although NEDCO has already been
incorporated by law the transitional is expected to take longer than that of GRIDCO.

As far as HR policies are concerned, these will be inherited from VRA. Naturally there will be a review of policies
and where necessary, policy gaps addressed. However, generally speaking, VRA policies will continue to apply for
both GRIDCO and NEDCO.

Page 10
1.2 VRA Transitional Organization Chart

Page 11
1.3 Structure of Document and Processes

Business Processes designs are based mainly in 3 groups

I. Pre-Employment and Maintenance Processes

A. Work Structures
B. Recruitment and Talent Management

II. Employment Processes

C. Employee Self Service Transactions

D. Absence Management
E. Payroll, PF and Pensions Staff Entitlement
F. Performance Management
G. Training, Development and Learning Management

III. Other Processes and Post Employment Procedures

H. Other Self Service Transactions and End Employment Processes

Generally speaking, the processes required to carry out the above activities are broken down into different sub-
groups. Each sub-group is assigned a separate section within this document as follows:

A. Daily Maintenance Processes

B. Daily Transaction Processes
C. Monthly Maintenance Processes
D. Monthly Transaction Processes
E. Periodically / Annual Maintenance processes

The above sub-groups are further broken down into processes. Each process consists of certain tasks, and each
task may consist of manual and system procedures. Flowcharts are provided throughout this document to
illustrate how various processes are carried out. These flowcharts are designed to communicate High level
procedures and should not be mistaken for user manuals (to be provided at a later stage).

1.4 Reference to Other documentation, Personnel Manuals/Collective Agreements

The following documentation should be used in conjunction with this document:

 Scoping Documentation: VESL_VRA_HRMS_Scooping_v1.1.doc

 Reporting Requirements: VRA_RD100_OracleHRMS_III_v1.3.doc

For completeness and contextual clarrity, reference is made to the following VRA manuals provided at the time of
scoping. It was been noted that generally no major changes are expected with the newer versions.

 Volta River Authority Service Conditions for Senior Staff (January 1, 2005)
 Collective Bargaining Agreement between the Volta River Authority and the Public Service Workers Union
of FTUC (January 1, 2005)

Page 12
A. Work Structures

A.1. Work Structures Monthly Maintenance Processes

Process: Business Area: Date:

Work Structures Monthly Maintenance Core Work Structures 01 July 2009
Control Number: Design: Process Owner:
A.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

Workstructures are the base model and foundation of VRA organizational units. They provide the framework for
defining the work assignments of employees and subsequent transactions in recruitment, employee movement,
training and career development and performance management. Workstructures are defined in Oracle HR.

The components of workstructures are:

 Locations

Physical places where employees are deployed.

 Organizations

Represent departmental units and other entites that make up the organization chart.

 Jobs

Generic roles in the organization such as manager, director, officer etc.

 Positions

Specific instances of jobs in departmental units such as HR manager, Director of Planning etc that supports
reporting lines.

 Grades

Represent levels of seniority in the organization according to the grading matrix.

A.1.1. Locations and Cost Centers

Locations are different physical site addresses where employees work. Each organization is combined with a
location.

The advantages of defining locations are:

 Entering information about each location only once, thereby saving data entry time.

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 Central maintenance of locations ensures consistency when linking employees to workstructure components
such as positions, organizations and employee assignments.

VRA has multiple locations where VRA employees work and a listing of cost centers is to be provided by VRA to
establish a configuration for linking departments to cost centers at assignment level.

A.1.2. Organizational structures

The maintainance of information about various types of internal and external organizations (branches,
departments, sub-departments etc) relevant to human resources, payroll management and administration is done
in Oracle HR.

Examples of HR Organizations & Organization Types, within the context of VRA are;

Internal Organization Type : Branch/Departments

Internal Organization : Engineering & Operations/Hydro Generation

Work structure are based mainly on the organizational hierarchy, which represents the functional units and their
hierarchical relationship. The organization that is defined to represent the enterprise itself at the top level of the
organizational hierarchy is called the “Business Group”.

VRA is currently the business group for the current installation of Oracle HRMS and will remain so. Following the
separation of GRIDCO and NEDCO from VRA to run their own respective HR and Payroll, the logical separation of
GRIDCO and NEDCO will eventually lead to creation of separate business groups or logical separation through
operating units.

National Grid Company Ltd Volta River Authority Northern Electricity

Distribution Company
Ltd

Other organizational units such as departments are defined as per the organizational structure and chart under
the business group. To enable the assignment of employees to an internal organization it is classified as an “HR
Organization”.

Currently, employees are attached to departments in the Oracle HRMS system at employee assignment level. It is
expected that for financial accountability, whenever departments are attached at assignment level, the system
should requrie a cost center to be provided.

Page 14
A.1.3 Flowchart: Organizational unit definition and link to locations

The following High-level flowchart illustrates the process of defining a new organizational unit e.g. a department,
sub-department etc and associating it with a physical location e.g. Akosomko.

Start

Process: Define
Organization &
link to Location

Define
organization name
Location Yes
already
e.g. Public
defined?
Relations Unit

No

Enter location Process:

name and Define
address e.g. Location
Accra HQ
Select organisation
type

e.g. Department

Save

Assign Location to
Organization
Enter organization
e.g. Accra HQ
classifications
Save
e.g. HR organization

End

End of Process

Page 15
A.1.4. How Oracle HRMS represents organizational roles and Key Flex Field structures

Oracle HRMS provides flexible workstructures to represent the ongoing responsibilities and functions that an
organization must carry out in order to meet its goals. Jobs and positions are placeholders in your enterprise
model representing roles, which enable a distinction between tasks and the individuals who perform those tasks.

Oracle HRMS uses Jobs to represent the generic duties people perform and the required skills, for example:

 Accountant

 Engineer

 Technician

Positions represent a specific instance of a job, such as:

 Senior Accounts Officer

 Assistant Electrical Engineer

 Technical Officer

The structures used in Oracle HRMS to configure various components including Jobs and Positions across the
application are known as “Key Flexfields” (KFF). KFF’s enable important base components for specific entities such
as jobs, grades, training to be configured according to company requirements.

A.1.5. Proposed Position structure adoption and restrucruing of “Job-Position”

VRA largely falls under the category of a “Rule-based” organization which is focused on a highly structured
environment in which all aspects of work and remuneration are well organized and regulated. Common examples
of this type of enterprise are found in government, education, health and other public sector industries. A key
feature of this type of enterprise is the concern with managing positions, or posts. Positions exist, and are
managed independently of people in post.

Currently the Oracle HRMS environment is configured to uses the Job structure only, which limits the level of
granularity and additional functionality that can be achieved with the adoption of position structures. It is
proposed that a combination of both job and position structures are used for the following reasons:

1. Adopting position structures will support the building of hierarchies to model one or more or
versions of position and management reporting lines across the organization. Other hierarchical
relationships can also be built, for example to capture succession plans and career paths.

2. Where employee self-service transactions are concerned, positions would enable the building of
refined approval hierarchies based on either positions, persons in posts or a combination of the
two.

3. Considering that jobs are used to capture generic roles and positions specific instances of a post –
a finer level of detail can be captured for VRA posts. The following table illustrates the type of
information that can be captured at position level.

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 Field Description Example
Position Code Unique identifier for position VRA-AEE001
Position Name Title of the position Senior
Accountant
Type Either Single incumbent or Pooled (Multiple) Pooled
Organization Departmental unit Accounts
Job Generic job/cadre Accountant
Hiring Status Status for hiring Active
Location Location where position is deployed Accra
Headcount Number of incumbents for position 12
Payroll Payroll for which incumbents for position paid Monthly
Grade Default grade in grade matrix G10
Step Default grade step for grade 1
Probation Duration for probation 6 months

4. Based on how positions are defined, the Oracle HRMS system will automatically attach “default
and entry” values whenever a new hire is assigned a position, or whenever there are changes
to a persons role (e.g. promotion, transfer etc) In the above example, attaching the post of
“Senior Accountant” – job, location, payroll, grade, grade step, probation duration etc. would
be automatically attached providing maximum added value while reducing assignment level
data entry.

Sections A.1.6. and A.1.7. below outline the current and proposed revised structures for both Jobs and Positions
that would enable VRA to realize the full benefits of workstructures optimization.

A.1.6. Job KFF Structure

As a generic role in a departmenal unit, jobs are generic and independent of any single
department/branch/section etc. For example the “Accountant” or “Human Resource Officer” jobs exist in several
departmental units across the organization.

Current Job KFF:

The current Job KFF Structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Job Label Grade I
Segment 2 Job Position Labourer
Segment 3 Job Prefix Senior
Segment 4 Job Technical Name …

Proposed revised Job KFF:

The proposed revised Job KFF structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Job Code VRA001
Segment 2 Job Name Accountant
The above proposed Job KFF structure would remove the need of capturing grades at job level, as grade would
be captured at position level and automatically attached to respective employee assignments.

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A.1.7. Position KFF Structure

As a specific instance of one job, fixed within an organization, positions are assigned to jobs and departmenal
units. For example, the “Assistant Electrical Engineer” position would be an example of the job of “Engineer” in
the Engineering services organisation. The position represents a specific role in an department.

Proposed Position KFF:

Segment # Segment Name Example

Segment 1 Position Code VRA-SGL01
Segment 2 Position Title Senior General Labourer

Oracle HR allows defining and maintaining position information independently of employees. When an employee
leaves, the position remains and can be highlighted as a vacancy. One Position can hold multiple employees and
employees can be assigned to multiple positions.

The concept of multiple postions is not applicable for VRA as typically, employees are placed in a single
position (e.g. Electrical Engineer) and paid for that post only. Multiple assignments are elective and refers to an
employee who is, for example, primarily hired for the Electrical Engineer post, but simultaneously holds the post
of Union Officer. In this instance the employee is paid for both posts which can be captured as a primary
assignment and a secondary assignment. The history of positions can be tracked using “Date Track” functionality.

The above proposed postion KFF along with the new Job KFF structure would enable a more streamlined and
complete approach to workforce roles management. The position title would capture the complete name of the
position. The below illustration shows how three segments of the current Job KFF structure will be representated
by the position title segment:

Current Job KFF Structure New Position KFF Structure

Segment # Segment Name Segment N# Segment Name
Segment 1 Job Label Segment 1 Position Code
Segment 2 Job Position Segment 2 Position Label
Segment 3 Prefix Segment 3 Position Title
Segment 4 Technical Name
Becomes…
A.1.8. Summary of Position structure adoption and “Job-Position” restructuring

The following outlines the approach for position structure adoption and subsequent “Job-Position” restructing. The
goal of this excersise is to arrive at a definition for Jobs (Generic) and definitions for Position (Specific) that would
enable VRA to achieve the maximum benefits of workstructure optimization , as detailed in section A.1.5..
Curently all employees are currently assigned to a job structure alone as positions are not being used. The new
job structure will consists of two segments:

Job structure optimization:

Current Job KFF Structure

Segment # Segment Name New Job KFF Structure
Segment 1 Job Label Migration to Segment N# Segment Name

Page 18
 Segment 2 Job Position Segment 1 Job Code
Segment 3 Prefix Segment 2 Job Title
Segment 4 Technical Name

Position structure optimization: Flowchart A.1.9 below summarizes the process at arriving at the above
restructuring, section A.1.10 below describes this in more detail:

New Position KFF Structure

Segment # Segment Name
Segment 1 Position Code
Segment 2 Position Label
Segment 3 Position Title

Page 19
A.1.9. Flowchart: Position structure adoption and “Job-Position” restructuring process
Start

Process: Position
structure and “Job-
Position” restructuring

VRA to Accuracy and No

Verifiy End date old
compile listing completeness
verified by VRA
jobs and
of current positions
jobs
Yes

VRA compile Accuracy and No

Verifiy Load new
listing of new completeness
verified by VRA
jobs and
generic jobs positions
definitions
Yes

VRA compile Accuracy and No

VRA/VESL to
listing of new completeness Verifiy
verified by VRA
attach new
position positions to
definitions all staff
Yes

VESL to update Job KFF VESL to update Job KFF End

structure and Position KFF structure and Position KFF End of Process
structures in TEST instance structures in PROD instance

Page 20
A.1.10. Step-by-Step strategy for Position structure adoption and “Job-Position” restructuring

1. VRA to generate/compile and extract a list of all jobs currently assigned to staff from Oracle HR in the
following for format.

Department Location Job Name Name of Incumbent(s)

Accounts Accra Accountant …
Etc… Etc… Etc… Etc…

2. VRA to verify the accuracy and completeness of the current jobs listing as per template from step one.

3. The listing from step one above will form the input to the “Job-Position” restructuring. This will be used to
arrive at generic job definitions across the whole organization. This exercise is simplified by the fact the VRA
Schemes of service for both unizonized and non-unionized staff already conveniently categorizes jobs into “Job
cadres”. The below listing of 106 jobs has been extracted from the schemes of service and forms a suitable
basis for generic jobs definition. VRA would need to verify (add/remove where applicable) this and arrive at a
final listing of jobs for the Job KFF structure.

# Job Name # Job Name # Job Name # Job Name

1 Clerk 28 Canteen/Catering 55 Nurse 81 Driver Mechanic
2 Accountant 29 Caretaker/Cook 56 Computer Operator 82 Dredge Operator
3 Barman 30 Cleaner 57 Coxswain 83 Driver
4 Labourer 31 Typist 58 Deckhand 84 Nurse/Midwife
5 Laboratory 32 Laundry Officer 59 Life saver/Swimming 85 Lift Operator
Officer pool attendant
6 Maintenance 33 Maintenance 60 Maintenance Mechanic 86 Maintenance
Mechanic (Auto) Mechanic (Lines) Mechanic
(Electrical) (Mechanic)

7 Fireman/Fire 34 Maintenance 61 Meter Reader 87 Mortuary

Officer Mechanic (PSC) Attendant
8 Gardener 35 Photographer 62 Health Inspector 88 Janitor
9 Linesman 36 Plant Attendant 63 Printing 89 Security Guard
10 Skipper 37 Stenographer 64 Secretary 90 Steward
11 Survey Officer 38 Teacher 65 Telephone 91 Tradesman
Operator/Telephonist
12 Foreman 39 Superintendent 66 Utility Officer 92 Ward Officer
13 Watchman 40 Water & Sewerage 67 Accountant 93 Administrative
Plant Operator Officer
14 Archivist/ 41 Audit Officer 68 Commercial/Marketing 94 Counsel
Documentation/ Officer
Librarian
15 Dental Officer 42 Civil Engineer 69 Communications 95 Electrical Engineer
Engineer
16 Geodetic 43 Mechanical 70 Scada Engineer 96 Environmental
Engineer Engineer Officer
17 Estate Officer 44 Finance Officer 71 Graduate 97 Graduate Nurse
Master/Mistress
18 Human Resource 45 Information/ 72 Medical Officer 98 Network/System/
Officer Publicity officer Security
Administrator
19 Pharmacist 46 Planning Analyst 73 Programmer/System 99 Quantity Surveyor
Analyst
20 Quantity 47 Security Officer 74 Statistics Officer 100 Training Officer
Surveyor

Page 21
 21 Transport Officer 48 Administrative 75 Archives/Library 101 Audit Assistant
Assistant Assitant
22 Catering Officer 49 Diplomate Teacher 76 Dispensing Technician 102 Draughtsman
23 Estate Assistant 50 Health 77 Instructor 103 Laboratory
Superintendent Technician
24 Landscape 51 Medical Assistant 78 Nursing Officer 104 Private secretary
Assistant
25 Programming 52 Shipping Assistant 79 Supplies Assistant 105 Surveyor
Assistant
26 Technical Officer 53 Technician 80 Technician Engineer 106 Technican
Engineer (Engineering) Engineer (MIS)
(Operations)
27 Travels Assistant 54 X-Ray Technician

4. VRA to verify the accuracy and completeness of the new job listing to be used to represent generic job roles.

5. Steps 1 to 4 have established the Job structure providing generic job/cadre definitions, the subsequent
position KFF structure defines the specifics of a role assignment. VRA would then need to define the complete
listing of position titles extracted from step 1. The position titles will probably be the same as the current job
titles. The following template with all 12 fields would need to be filled out to establish the default/entry values
for all positions.

# Field Description Example

1 Position Code Unique identifier for position VRA-AEE001
2 Position Name Title of the position Senior
Accountant
3 Type Either Single incumbent or Pooled (Multiple) Pooled
4 Organization Departmental unit Accounts
5 Job Generic job/cadre Accountant
6 Hiring Status Status for hiring Active
7 Location Location where position is deployed Accra
8 Headcount Number of incumbents for position 12
9 Payroll Payroll for which incumbents for position paid Monthly
10 Grade Default grade in grade matrix G10
11 Step Default grade step for grade 1
12 Probation Duration for probation 6 months

6. VRA to verify the accuracy and completeness of the new position listing to be used to represent specific
position roles.

7. VESL would then update the current Job KFF structure in the TEST environment and verify compliance before
migrating to PRODUCTION environment.

8. VESL would also need to configure the Position KFF structure in the TEST environment and verify compliance
before migration to PRODUCTION enviornment.

9. Following successful testing in the TEST environment, VESL would then update the current Job structure in the
PRODUCTION environment.

10. Following successful testing in the TEST environment, VESL would then configure the current Position
structure in the PRODUCTION environment.

11. This would lead to VESL loading the jobs into the new job structure.

Page 22
12. VESL to load the positions into the new position structure.

13. VRA/VESL to update the and attach the new position strucutres to all employees ensuring that the following
components are also updated:

1. Supervisor (used in Self Service Transactions). As agreed during the scoping complete supervisor
hirearchies should have been complied by VRA, ready to be provided to VESL.

2. Email (used for delivering Email alerts and notifications to employees). As agreed during the
scoping email addresses for all staff should have been complied by VRA, ready to be provided to
VESL.

A.1.11. Flowchart: Roles definition (Jobs and Positions)

The following High-level flowchart illustrates the process of defining organizational roles i.e. Jobs and Positions
following VRA’s adoption of both the new Jobs and Position structures.

Start

Process: Define Process: Select Enter Job

roles (Jobs and Define Job default Job KFF
Positions) Group segments
i.e. Code,
name

Process:
Define Position
Save
KFF

Enter default Enter default Enter default other

Position details Position hiring Position details
e.g. Job, details e.g. Grade, e.g.
Location, step, Headcount
Organization

End

End of Process

Page 23
A.1.12. Grades and Salary Scales

Grades are used to record the relative status of employee assignments and to determine compensation and
benefits such as salary. Grade name is the concatenation of each of the segments within the Grade KFF.

Current Grade KFF:

Segment # Segment Name Example

Segment 1 Grade Code G13
Segment 2 Grade Name

VRA currently uses a grade matrix based on grades and grade steps i.e. grades G1 to MF1. G1 being the lowest
grade and MF1 being the highest grade. It is understood that there is a new proposed pay ranges based on Min,
Mid-point and Max values expected to come into effect in the future.

A.1.13. People Group – housed/not housed, societies, groupings

People group structure is used to hold information to identify employee groups in VRA.

The current People Group KFF structure is:

Current People Group KFF:

Segment # Segment Name Example

Segment 1 Employee Category Junior
Segment 2 Employee Group Unionized
Segment 3 Employee Status Permanent
Segment 4 Occupational Group Mechanics

The following list of recognised staff groupings are to be implemented as extension to the people group KFF:

1. VRA housed and non-housed

2. Society of VRA engineers
3. Institute of Chartered Accountants (ICA)
4. Association of Chartered Certified Accountants (ACCA)
5. Chartered Institute of Management Accountants (CIMA)
6. Ghana Medical Association
7. Nurses and Midwife Council of Ghana
8. Pharmacy Society of Ghana
9. Ghana Institute of Engineers
10. Ghana Institute of Surveyors

Monthly transaction processing of work structures is focused on maintenance of VRA organizational structure
revisions.

Monthly transaction processing under HR work structures include:

Page 24
A.1.14. Define Work Structures
A.1.15. Define Organization Hierarchy
A.1.16. Define Position Hierarchy
A.1.17. Review Work Structures
A.1.18. Maintenance: Closing workstructures and creating new versions

A.1.14. Define Work Structures

Work structures are defined mainly as a setup/configuration procedure of Oracle HR. When a new work structure
component is opened, the processes are indicated in Flowcharts A.1.3 (organizational units) and A.1.11 (roles).

A.1.15. Define Organization Hierarchy

Organization hierarchies show reporting lines and hierarchical relationships between departmental units. The
primary reporting hierarchy set up reflects the main reporting lines in the organization chart of VRA.

In addition to the primary reporting hierarchy, other organization hierarchies can be set up in order to:

 Reflect matrix reporting relationships within the enterprise.

 Design future planned organizational hierarchy.
 Create revisions of an organizational hierarchy an keep the old ones.

The visual “organogram” for organizations are viewed and edited by using the organization hierarchy diagrammer.
The hierarchy diagrammer is a standard Oracle HR window with the addition of a graphical area. Users can make
intuitive drag–and–drop changes using graphical interface of the diagrammers for quick and easy organizational
restructuring.

Viewing the organization diagrammer is possible after creation of the hierarchy via the standard hierachy window.
It is also possible to print pictorial representations of organization hierarchy charts.

A.1.16. Define Position Hierarchy

Position hierarchies are defined in order to show the detailed line management reporting in each organization or
throughout the enterprise.

The hierarchy diagrams for positions are viewed and edited by using:

 Using the position hierarchy window

 Using the position hierarchy diagrammer

The Hierarchy Diagrammer, included with Oracle HR, enables to create the position hierarchies graphically, and
make intuitive drag–and–drop changes to them. A primary position hierarchy is defined to represent functional
relations of base position structure and primarily used for approval across the Oracle ERP. It is possible to define
multiple position hierarchies. Secondary hierarchies can also be defined to show reporting lines and to control
access to information. Position hierarchies are dated, so future dated versions can be created to prepare for
reorganization in advance and can retain previous versions for historical information.

A.1.17. Review Work Structures

Page 25
In Oracle HR the information of the locations, organizations, jobs, positions, grades and other work structures are
dated. Dates are attached to work structures to manage different versions over time. Previous versions for
historical information and future dated versions are created to prepare for reorganization in advance.

“Date Track” functionality captures historical data that represents organizational structural changes. Revisions
updated on workstructures can be viewed on 3 ways:

Examples of Standard HR View windows, which are specifically designed to show lists and histories:

 Employees by organization
 Employees by position
 Employees by hierarchy
 Employees by compensation elements
 Employee assignment histories

Examples of Standard HR Reports designed and provided by the HR module itself:

 Absence report
 Termination report
 Full person details report
 Full applicant details report

Refer to VRA_RD100_OracleHRMS_III_v1.3.doc for custom reports specific requirements

A.1.18. Maintenance: Closing Work Structures and creating new versions

If a work structure unit is no longer used it should be closed i.e. end dated so that users can no longer
access/choose it from lists by mistake.

End-dating is the process where a structure is effectively terminated by entering an date of which it should be
closed. End-dating does not delete a structure, instead effectively disables it from the date when end-
dating/closing the structure occurs.

Complete close example: The “Special Engineering Projects” department is no longer required as all employees
are to be placed in other Engineering departments e.g. Hydro, Thermal etc. Therefore, the “Special Engeineering
Projects” structure is to be end-dated and closed effective from the end of the year.

Using Datetrack, structure closed at end of year Closed Structure no longer

Name Special Eng Projects Structure
exists from
From Date 01-Jan-1999 31-Dec-2009…
To Date 31-Dec-2009

If a structure is completely closed the employees who are currently work and are attached to that structure,
particularly a department should be transferred to the new structure. This is acomplished with the mass
assignment update functionality to process such mass employee movements.

Versioning example: The Engineering Department is to be renamed from “Engineering” to “Engineering and
Technical Operations” effective from next year.

Old Version end-dated from Using Datetrack, new version of

31-Dec-2009 structure created from 01-Jan-2010

Page 26
 Closed structure New structure
Name Engineering Name Engineering and Technical Operations
From Date 01-Jan-1999 From Date 01-Jan-2010
To Date 31-Dec-2009 To Date

A.1.19. Ownership

The HR department and ultimately the Director of HR is responsible for the maintenance and transactions of all
work structures.

Page 27
B. Recruitment and Talent Management

B.1. Daily Recruitment Processes

Process: Business Area: Date:

Daily Recruitment Processes HR Recruitment 01 July 2009
Control Number: Design: Process Owner:
B.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

These processes cover VRA recruitment cycle from the stage where a vacancy is first identified untill the rejection
or acceptance of an applicant.

Currently, Oracle HR recruitment functionality is not used at any level or capacity. Therefore, recruitment is done
entirely manually.

VRA current recruitment process can be summarized in the following sections:

B.1.1. Policy of encumbering vacancies

B.1.2. Staff requisition Process
B.1.3. Filling of vacancies within the Authority
B.1.4. Advertisement of vacancies
B.1.5. Unsoliciated applications and candidate application process
B.1.6. Candidate selection process
B.1.7. Pre-Employment Medical Examination and appointment
B.1.8. Probation

B.1.1. Policy of encumbering vacancies

The Authority shall follow a policy of encumbering vacancies and newly established positions by the promotion of
serving personnel. Outside recruitment shall be made only when no candidates within the Authority’s organization
are adjudged suitable. Recruited candidates shall be taken through inductions before they start work.

B.1.2. Staff Requisition Process

There is a “Personnel Requisition” form used by VRA. This form captures the nature of the request (either addition to
establishment or replacement), originating department, location, section, cost center etc. Other information to be
completed by the initiator i.e. manager/supervisor includes if there is a budgetary provision, proposed salary grade
and estimated expenditure details.

Posts Addition to establishment procedure

Page 28
For new position recruitment (i.e. position not within the establishment) justification for the new position is required
and effected via a memo sent from the Head of department to HR.

For new positions, the main stakeholders and transactional flow in this process are:

1. HOD initiates
2. Branch head is notified who then forwards to HR
3. HR verifies and recommends
4. Branch head approves/rejects posts addition to establishment.

Note that this process cannot be automated at this stage of the project as the implementation of iRecruitment is not
under the scope of Phase III of this project, therefore it would have to be carried out manually.

Personnel Requisition Procedure

For all personnel/staff requisitions, the type of staff requisition – either for replacement or post addition to
establishment is selected. The personal requisition form is filled out. The main stakeholders and transactional flow is:

1. Manager initiates
2. HR verifies
3. Finance verifies budget
4. HOD recommends
5. Branch head approves

Note that this process cannot be automated at this stage of the project as the implementation of iRecruitment is not
under the scope of Phase III of this project, therefore it would have to be carried out manually.

Following approval of the personnel requisition, HR then proceeds with recruitment advertisement activities.

B.1.3. Filling of vacancies from within the Authority

When a vacancy occurs which is felt can be filled from within the Authority other than by direct promotion, the
Head of Department shall request the Director, Human Resources to publish an internal advertisement on the
vacancy for the information of all employees.

The advertisement shall give the following information:

1. Job Title of position being advertised.

2. Department within which the vacancy has occurred.
3. Minimum qualifications required for the job.
4. Relevant minimum experience needed.
5. Brief description of job function.
6. Age requirements.
7. Period within which applications should be accepted.
8. Address to which applications should be forwarded.

The advertisement shall be posted for a period not less than ten days from the date of the advertisement. All
applications shall be reviewed and a short-list of qualified candidates prepared for a test and/or interview as may
be necessary.
B.1.4. Advertisements of vacancies

Page 29
Where it is considered not possible to fill a vacancy from within the Authority, the vacancy shall be advertised
local papers and where necessary in the overseas press. The receipt of applications shall be for a period not less
than twenty days from the date of the advertisement. After the closing date of the advertisement, the Head of
Department shall review the applications in consultation with the Director, Human Resources, prepare a shortlist
of qualified candidates for test and/or interview as may be necessary.

B.1.5. Unsolicited applications and Candidate application process

The Authority receives a number of unsolicited applications from candidates seeking employment in the
organization. All such applications shall be forwarded to the Head of Department by the Director, Human
Resources. Each application shall be reviewed and the applicant’s qualifications, experiences and other statements
recorded on Record Cards. One record card is prepared for each position in which the applicant qualifies.

These applications shall constitute a useful source of recruitment, whenever possible, subject of course, to
compliance with the Labour regulations.

There is an existing form (i.e. Form 1B) that is used that captures personal details, educational background and
work experience. Form 1B is only used for those candidates that are shortlisted for interview.

B.1.6. Candidate selection process and Interviews

The various screening stages depend on the job grouping. However, generally, Endurance/practical/aptitude test,
security clearance, interview, offer, active assignment.

Interview Board

Interviews shall be conducted for the selection of personnel by panels proposed by Department Heads and approved
by their Branch Heads or the Chief Executive as may be necessary. The interview panels shall meet to interview
applicants after the notice given. The notice shall specify the place and time for the interview and shall be signed by
the Director, Human Resources or a delegated authority.

After the interview, a report shall be issued by the Secretary, countersigned by the Chairman of the selection panel
to the Director, Human Resources. The report shall indicate:

1. Purpose of the interview.

2. Constitution of the selection panel.
3. Candidates interviewed.
4. Candidates selected to fill vacancy.
5. Basis for selection.
6. Where necessary, may recommend an appropriate salary to be paid to selected candidates for future
employment.

The Director, Human Resources or delegated authority shall, in all cases, review the selection panel’s
recommendation and endorse it for the recommendation of the Head of Department and for approval by Chief
Executive or his delegated authority.

Appointment

Page 30
All persons appointed to positions in the Authority shall be issued with letters of appointment signed by the Chief
Executive or by a delegated authority. Such letters shall include but not be limited to the terms and conditions of
employment.

B.1.7. Pre-Employment Medical Examination and appointment

All appointments to the Authority are subject to a successful pre employment medical examination. Prospective
employees shall not be placed on the payroll unless a certificate of successful medical examination signed by the
Director, Health Services or an approved VRA medical officer has been lodged with HR.

There is an existing “Pre-Employment Medical Examination Form” which is filled out by the applicant and captures
information such as history of illness, disabilities, immunizations etc.

The date of assumption of duty of an employee shall be as stated in the appointment letter.

Occupational health/medical assessments functionality in Core HR to be enabled to allow for medical examination
information to be captured.

B.1.8. Probation

Every permanent employee on initial engagement shall undergo probation for a period of six months, except
contract employees who have served for more than a year and are being made permanent. Unless informed in
writing to the contrary, two weeks after the probationary period, employees who have completed such
probationary period shall be deemed to have been confirmed in appointment.

If at the end of the period of six months, employees are found unlikely to fulfill the requirements of the job, they
may be retained on probation for a further period of three months. The employees appointment may be
terminated if still found unsatisfactory at the end of this period.

In Oracle HR, position definition also includes specifying the duration of probation that is associated with a
position and a person in that post. This drives the alerting mechanisms that ensure that probation alerts
notifications are delivered to the necessary parties.

B.1.9. Oracle HR Recruitment Functionality

Using Oracle HR, VRA can manage the three key areas of the recruitment cycle:

 Recruitment Preparation: Preparation is concerned with the identification of a vacancy, the authorization to
act and run recruitment activities.

 Appointment: Appointment takes the applicant from the recruitment process to employee administration,
where the initial tasks include entering terms and conditions and payroll information.

 Selection Process: Selection begins with the receipt of applications and ends with the issue of offer or
rejection letters.

The following illustrates the recruitment process as will be in Oracle HR.

B.1.10. Oracle Talent Management

Page 31
Talent management is essentially the management of worker competencies to meet enterprise objectives. Each
Oracle HRMS module including Core HR, Oracle SSHR and Oracle Learning Management (OLM), supplies key
components of talent management functionality. For many talent-management tasks, Core HR and the self
service interfaces are used.

Importance of mapping VRA Scheme of service

In essence competencies are mesurable skills a workforce either has or must develop to meet enterprise
objectives. The Oracle HRMS competency management functions enables:

 Definition of a library of competency definitions that can be used throughout the enterprise to ensure a
consistent approach.

 Identify each workers competencies in a competency profile.

 Measure competencies using either general rating scales or proficiency scales that are specific to the
competency.

 Definition of core competencies for the organization as a whole. All workers in the company must have
these “core” competencies.

 Link competencies to departments, jobs or positions for automatic attachment to these workstructures
This goes hand-in-hand with VRA’s requirement to associate competencies with training and development
programmes required for performance with maximum efficiency and progression.

In line with best practice, recruitment is done based on competencies associated with the personnel requisition
(vacancy) position and appraisals are done based on competencies and skills achieved. Therefore, it is of
paramount importance that a consistent competency approach is rolled out.

B.1.11. Suitability Matching

Suitability matching provides a range of competency-based methods for finding the right person for a work
opportunity or finding the right work opportunity for a person. Managers and HR professionas can compare
employee, applicants, and contingent workers by role, job, and position, and employees can find work
opportunities that fit their competencies.

Find a person for a work opportunity:

Action
Find Suitable People by Role
Find Suitable People by
Competency
Compare People by Current
Role
Compare Named Successors for
a Position
Compare Applicants for a
Vacancy
Description
Find employees, contingent workers, and applicants who fit the competency profile for
a job, position, department, vacancy, or some combination of these criteria.
Find employees, contingent workers, and applicants who match a list of competencies
you specify.
Companre the competencies of employees and contingent workers who currently
occupy a specific job or position in a department (or any department within the
business group)
Compare successors (named in the Succession Planning module) to a position or
position-based role.
Compare anyone who has applied for a vacant job or position in a department (or any
department within the business group).

Find a work opportunity for a person:

Page 32
 Action
Find Work Opportunities by Role
Find Work Opportunities by
Competency
Compare Pending Applications
Compare Succession Options
Compare Current Assignments
Description
Find work opportunities for an individual who fits the competency profile for one or
more jobs, positions, departments, vacancies (irecruitment), or some combination of
these criteria.
Find work opportunities for an individual employee or contingent worker who matches
a list of competencies you specify.
Compare an applicant's competency profile with the competency profiles of existing
vacancies (irecruitment).
Compare, by competency, an employee's succession options as defined in the
Succession Planning module.
Compare, by competency, an employee's or contingent worker's current assignments.

B.1.12. Succession Planning

Using Oracle HR and Oracle Self Service, succession planning is provisioned that will enable VRA to use either
career paths (for jobs) or position hierarchies (for positions) to ensure that you have potential successors for all
your positions – this is typically a two-stage process.

1. Using Oracle Self-Service suitability matching functions, you can identify many potential successors for a
position. You do this by comparing the competencies of a group of people with the competence
requirements of the position. You can also identify many different succession options for one person.

2. Normally, position hierarchies have the role of mapping reporting hierarchies across the organization.
They also have an additional function that can be applied for modelling succession plans. Using position
hierarchies, HR professionals can create succession plans for individuals. In this instance, position
hierarchies can be created to model potential successors for positions.

Page 33
B.1.13. Flowchart: Highlevel Oracle HR Cycle

The following highlevel flowchart illustrates the six stages recruitment managed under Oracle HR recruitment
cycle.

Start

Process: Oracle
HR recruitment
cycle

1 Capture 2 Capture 3 Enter

Personnal recruitment selected
requisitions activities and applicants
cost

4 Progress
applicants
2 through
recruitment stages

End
5 Offer or 6 Appoint New
Reject Employee End of Process

B.1.14. Manual Versus Oracle HR Recruitment

One of the main areas of concern identified during the scoping is the lack of recruitment process automation. It
was established that key functionality delivered by the already licensed modules are not being used at all –
including recruitment facilities embedded within Oracle HR.

As communicated and agreed during the scoping and requirements gathering sessions, Oracle HR’s inbuilt
recruitment functionality will be enabled and configured as part of this phase of implementation. However, it was
also noted that Oracle HR recruitment functionality does not entirely address the recruitment automation needs
of VRA. This is due to Oracle iRecruitment not fallling under this particular phase of implementation.

However, configuring and enabling the Oracle HR recruitment functionality will nevertheless provide VRA with
significant tools to capture and automate key recruitment components. The following table, outlines the key
activities and procedures that will be handeled as a result of enabling Oracle HR’s recruitment functionality
compared to the entirely manual practise before adoption of Oracle HR recruitment features.

Page 34
 Activity Before Oracle HR After Oracle HR
Recruitment adoption Recruitment
adoption
1 Staff requisition entry Manual Core HR

2 Staff requisition approvals process Manual Manual

3 Staff requisition maintenance and updating following Manual Core HR

approval/rejection

4 Recruitment activities maintenance i.e. media ads Manual Core HR

and costs

5 Staff submit applications / External candidate submit Manual Manual

applications

6 Entry of selected candidates into Oracle HRMS after Manual Manual

sorting

7 Entering applicant progression from one stage to Manual Core HR

next stage (e.g. active-first interview, interview-
termination, interview-offer etc)

8 Interview scheduling and recording for selected Manual Core HR

applicants

9 Entry of applicant progression to offer/termination Manual Core HR

after interview selection

Flowchart B.1.15 to B.1.19 below illustrate the processes that will be managed using Oracle HR recruitment
functionality.

Page 35
B.1.15. Flowchart: Personnel requisition capture and approval

The below flowcharts illustrate the personnel requisition process (manual) and the Oracle HR enabled personnel requisition capture process.

Start

Process: Personnel
requisition capture
and approvals

Provide assignment
details for the vacancy
Enter the effective dates e.g. Position (Job,
of the requisition organization, grade, Enter budgetary value
location are e.g. 35,000 Cedi
automatically filled
based on position
Enter name of selected)
requisition e.g. Manager

Save

Enter name of manager/

supervisor requisitions raised
by End

End of Process
Enter number of openings
e.g. 6

Enter approval status e.g.

Approved etc.

Page 36
B.1.16. Flowchart: Capture recruitment activities and costs

The below flowchart illustrates the process for capturing and recording the recruitment activities and associated costs.

Start

Process: Recruitment
activities and cost
capture

Enter the effective date of Enter name of the Enter the name of the
the recruitment activity recruitment campaign internal/external contact
e.g. 01-Aug-2009 e.g. Newspaper ads

Select the type of Enter the closing date Select the personnel
activity e.g. Media e.g. 31-Dec-2009 requisition which is
associated with
campaign.

Select the Select the owning

currency e.g. Cedi departemnt e.g.
Engineering End

End of Process

Enter the planned

cost Provide the name of the
authorizer

Page 37
B.1.17. Flowchart: Candidates application process and entry

The below flowcharts illustrate the personnel requisition process (manual) and the Oracle HR enabled personnel requisition capture process.

Manual Process Start

Process: Entry Quick applicant entry

selected or Full appliant entry
Start
applicants
Process: Candidates
application process
Full Quick

Enter effective date of Enter effective date of

Applicant completes
application submission application submission
personnel details
e.g. 20-Jul-2009 e.g. 20-Jul-2009
section of form

Enter personnel Enter personal

Applicant completes
details, e.g. name, details e.g. name,
education background
DOB, email etc. phone, address
section of form

Select personnel
Applicant completes
requisition/vacancy applicant
work experience form Select personnel
applying for e.g. Senior
section of form requisition/vacancy
Accountant
applicant applying for
e.g. Senior Accountant

Optionally, enter other details

Personnel
e.g. competencies, photo,
shortlists
qualifications
candidates End

End of Process

Page 38
B.1.18. Flowchart: Candidates progression (to offer/termination)

The below flowcharts illustrate the personnel requisition process (manual) and the Oracle HR enabled personnel requisition capture process.

Start Further
Terminate or Processing Query Enter effective date of
Process: further applicant application status
Candidates processing change e.g. 20-Jul-2009
progression

Reject

Enter
effective Offer job or Offer Select offer
Querry other status status
date of
applicant change?
termination

Other status
Select new status e.g.
from Active application
Select
to First interview
reason for
termination

Enter the interview

type, location,
Yes Interview No
End time and dates
scheduling
application required?

End

End of Process

Page 39
B.1.19. Flowchart: Hire employee

The below flowcharts illustrate the hire process, which basically converts an “Applicant” to an “Employee”.

Start

Process: Hire
Enter effective Enter Health/medical
employee
date of hire assessments

Enter/update other
information as requried.
Select “Create
E.g. Phone, Address,
employment”
Previous employment,
schools and colleges
attended, qualifications
etc.

System will inherrit the

assignment details from the
personnel requisition (vacancy)
including position, job, location,
payroll, probation etc.

Enter Cost
centre details

End

End of Process

Page 40
B.1.20. Maintaining Employee Information

Oracle HR supports the maintainance of the 3 main groups of employee information in the system;

 Personal Information
 Employment Information
 Assignment Information

Personal Information: Personal information is the basic communication and identification information tracked
on an employee. This information is defined when the employee record is first created and includes;

 Personal identifications
 Communication details ( e.g. addresses, telephones, e-mail)
 Dependents, beneficiaries and other contacts
 Schools and Colleges

Employment Information: Employment information is the information attached to an employee during his
work life cycle;

 Competence profile
 Training
 Absences
 Qualifications

Assignment Information: The assignment is the central concept that relates employees to the structures they
work, and the compensation they are eligible;

 Organization
 Level
 Position
 Grade
 Category
 Salary
 Benefits and allowances

B.1.21. Ownership

The HR department and the Director of HR is responsible for recruitment.

Page 41
C. Employee Self Service Transactions

C.1. Daily Employee Maintenance Transactions

Process: Business Area: Date:

Daily Employee Maintenance HR Employee Maintenance 01 July 2009
Transactions
Control Number: Design Process Owner:
D.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

Oracle Self Service HR is a “Do-It-Yourself” online system that extends ERP functionality to employees and
managers. Self Service allows for proactive involvement and seamless management of common enterprise
transactions in a paperless environment.

Self Service functionalities are broken down into employee self service and manager self service.

C.1.1. Employee Self Service

Employee Self Service is provided for all employees across the company and enables employees to self-manage
their individual HR profiles and request/apply/raise various employee service transactions.

Saved Transactions

“Save for later” options are available whenever employees are in the middle of conducting a transaction such as a
leave of absence request or a salary advance request. This enables employees to “Save” any transaction to be
completed at a later time. Saved transaction or requests can be retrieved from the “Saved Transactions” link.

Notifications Inbox

A central component of self service the notifications inbox enables staff across the organization to view and act on
received notifications from other staff and basically acts like an email inbox for Oracle transactions. Transactions
that require approval action are delivered to the notifications inbox of staff. Additionally, as transactions are
submitted and progress through the approval chain – workflow delivers notifications at each stage (Refer to
section C.1.6).

Note on Length of stay of request in inbox for Self Service Transactions: It has been noted that, for all self service
transactions VRA requires that request for approval / review within the process flow chain should not exceed 72
hours. If no action is taken after 72 hours the transaction should automatically flow to the next higher
approver/reviewer in the chain. The consultants will investigate the feasibility of this requirement considering the
technical implications setup continues over the next weeks.

Personal Information, Contact and Dependent details

Page 42
Employees can view and update basic details (name, marital status, email etc), phone numbers and address.
Employees can also view and update emergency contacts and dependent details. DOB cannot be updated.

Employment Information

Employment related information includes name of immediate supervisor, location, number of years of service,
position (e.g. promotion) history and absence history.

Competency and Skills Profile

This facility enables employees to view and update current competencies and skills in situations where there has
been changes due to educational or professional courses completed.

Qualifications

Employees are able to view their current qualifications and udpate their respective qualifications profiles for
courses and training taken at educational or professional institutions.

Leave of Absence

Employees are able to view their history of leaves taken and apply for leave i.e. Vacation leave, Compassionate
leave, Special national service, Jury service, Special leave without pay, Maternity leave, Sick leave, Leave without
pay.

Selection of employees in transactions

In every instance where the employee must be selected in a transaction, the employees name and id should be
available to the user to distinguish persons with the same names.

Use of supervisor hierarchy in Self Service Transactions

The supervisor hierarchy will be used in Self Service transactions (such as leave of absence, duty, acting
allowance etc.) especially where the reporting line for directors is different to other employees.

Accident reporting will be done manually, however, it is understood that the final report output will be entered
manually on the “Work incidents” screen.

C.1.2. Manager Self Service

Manager Self Service is provided for all employees who have one or more subordinates and allows managers,
supervisors, directors etc to view and update HR related information on behalf of their subordinates. Managers
would be able to view and update their subordinates:

 Personal information

 Employment history

 Competency and skills profile

 Eduational qualifications

Page 43
 Professional qualifications

 Leave of absence (Particularly where circumstances do not allow employees to raise leave requests on their
own e.g. for sick leave, maternity leave etc.)

Managers will also be able to perform suitability matching functions.

C.1.3. Self Service Approval options

For any transaction, approvers are presented with four options. Approve, Reject, Reassign and Request for more
information.

Approving a transaction

Approving a transaction will prompt the system to check whether the approver is the last approver in the
transactions approval hierarchy, if not, the transaction will be forwarded to the next approver. At each stage of
the approval process, the initiator receives notification that his/her transaction has been forwarded to next
approver. For example, the medical health (ill health procedure) has four major approvers as below.

Employee * Supervisor * HOD * Area HR Manager * Director Health Services

Submits Approves Approves Approves

Notification sent to initiator on submission and after each person approves

On approval by the final approver in the hierarchy, the transaction will be closed with status of “Approved”.

Rejecting a transaction

Rejecting a transaction will immediately terminate the process and it will be closed with status “Rejected”. There
is a provision to provide a reason for rejection that will be forwarded to the initiator of the transaction.

Employee * Supervisor * HOD * Area HR Manager Director Health Services

Submits Approves Rejects
* Notification sent to initiator on
Rejected Notification sent to initiator submission and after each person
approves

Page 44
Reassigning a transaction (Forwarding)

Reassigning a transaction involves situations where the current approver is not in a position to take approval
action or wishes to forward to another staff to allow them to take approval action on his/her behalf. The current
approver can select from VRA staff whom he/she wishes to forward the transaction to.

*
Other person
Approves
Reassign

Employee * Supervisor * HOD * Area HR Manager Director Health Services

Submits Approves Approves

Approval Notification sent to initiator

Once the transaction is forwarded the person takes action, e.g. approves – the transaction will be pick revert to
the approval hierarchy and pick up from there.

Requesting for more information

In cases where the nature of the transaction is unclear/incorrect or the current approver requires further
information, the current approver has the option of requesting either the initiator, previous approver or other
person for further details. The process will then follow the rest of the approval hierarchy.
*
Approves
* * * *
Employee Supervisor HOD Area HR Manager Director Health Services
Submits Approves Approves Approves

* Notification sent to initiator on

Request for more information submission and after each person
approves

Page 45
C.1.4. Flowchart: Self Service Approval options

Start

Process: Self staff receives Approver logs into

Service Approval email notification self service to take
options action

Actions
Transaction
forwarded to next
approver

Approve Reject Reassign (to Request for

other more
colleague information
for action)

No Last
approver? Provide Select person
rejection Select person
to forward to forward
reason “more
forward
Yes transaction to information
request” to

Transaction closed Transaction

with result terminated
“Approve”

Initiator receives End

email of action
End of Process

Page 46
C.1.5. Self Service transactions initiated by Employees

The following transactions will to made available to employees to allow that to initiate for approval and track
them through the approval chain.

Initiated by Employee
1 Educational/professional qualifications
2 Competencies/Skills profile
3 Personal Details
5 Staff Provident Fund subscription
6 Medical form (ill health procedure)
7 Salary Advance form
8 Special Salary Advance form
9 Advance in lieu of first salary
10 Rent advance
11 Means of Transport
12 Vehicle Insurance Loan
13 Vehicle repair loan
14 Furniture loan
15 Special furniture loan
16 Child education loan
17 Self development loan
19 Recommendation for job evaluation
20 Beneficiary nomination form
21 Medical expenses claim
22 Expense account and allowance claim
23 Acting Allowance
24 Duty Allowance Request
25 Overtime Authorization hours request
26 Overtime actual hours request
27 Renewal of professional registration fees
28 Employee on Trek

Sections C.1.6. to C.1.32 below illustrate the step-by-step flowcharts for each transaction/request. Note that
where ever the “Approval action” symbol is used, reference should be made to the self service approval options
flowchart (section C.1.4.) Leave, separation and other processes are covered in there respective sections of this
document.

Page 47
C.1.6. Flowchart: Education/Professional Qualifications maintenance

The following flowchart illustrates the process for employees updating qualifications – either educational or professional.

Start Immediate
Employee Logs in and supervisor
Process: Update
clicks the
qualifications
Qualifications link Approval action

Head of Submits
Department

Click add Education Education or Click Add

Educational Professional? Professional
Professional Approval action
Qualification qualification

Area HR Submits

Select Type e.g.

diploma, undergrad,
masters etc. Approval action

Director HR Submits
Enter Title, Study start
date, actual completion
date, grade
Submit for Saved
approval against
Optionally enter subjects, tuition employee’s
information, training information profile

Optionally attach
supporting document End

End of Process

Page 48
C.1.7. Flowchart: Competencies maintenance

The following flowchart illustrates the process for employees updating competencies and skills.

Immediate
Start supervisor
Process: Update Employee Logs in and Default competencies
Competencies/skills Approval action
clicks the Competency and skills specific to
& Skills profile link the organization and
position are displayed Submits
Head of
Department

Approval action

Enter new levels or

Highlight the New Click Add
add competences? Submits
competency levels Competencies Area HR
Add
button
Competencies

Approval action
Click New
proficiency Levels Click the Find competencies button and
search for the competency to add Director HR Submits

Saved
Select the desired competency e.g. against
MS Excel employee’s
profile

Enter the Optionally attach Submit for

proficiency level supporting document approval
e.g. Advanced
End

End of Process

Page 49
C.1.8. Flowchart: Updating personal details

The following flowchart illustrates the process for employees updating personal details.
Immediate
Start supervisor
Employee Logs in Select
Process: Update
and clicks Personal details to Approval action
Personal details
details link update

Head of Submits
Submit for Department
approval

Approval action
Optionally
Dependents Phone Basic details (Name,
attach Area HR Submits
and Numbers / Marital status, email)
supporting
benefifiaries Address
document

Approval action
Enter
Enter name, Select Update effective
title, email, Update Director HR Submits
Enters date of
relationship Mode details update
number
type
numbers/
address Correction or
particulars complete details
Saved
No Phone / Enter information Confirm against
Address for name, marital proposed employee’s
required ? status or email etc. changes profile

Yes End
Enter phone Enter
number(s) Address(s) End of Process

Page 50
C.1.9. Flowchart: Staff Provident Fund subscription

The following flowchart illustrates the process for staff subscribing to the PF membership scheme.

Immediate
Start
supervisor
Process: Subscribion Employee Logs in and
to PFPS Scheme clicks the PFPS scheme Approval action
form

Head of Submits
Department

The following fields are

displayed automatically: Approval action

6 months complete  Name

and Permanent  DOB HR Submits

employee?  Hire Date

 Title
 Number
No Approval action
 Monthly basic pay
 Months of service
Yes  Permanent/Contract
Accounts Submits

Accepts acknowledgement of right of

VRA to make staff provident fund PFPS element attached by
deductions from salary Payroll accountant for
employee

Optionally attach
supporting document
Submit for
approval
End

End of Process

Page 51
C.1.10. Flowchart: Medical form (For Med. Form 42 and Med. Form 43)

Provision should be made for one spouse, four children and two wards. This provision is provided for all children
(even if they are not in school) up to the age of 18. Between the ages of 18 and 21 those not in school
entitlement ceases. The entitlement is provided up to the maximum age of 21 for those in school.

The system should cater for employees to register at any one time a maximum of one spouse, four children and
two wards. There should be option for employees to replace those dependents who no longer fall within the
above policy restrictions.

Possible configuration of DFF at contact level for capturing school status for kids, or attach evidence of current
enrollment in school.

The Authority’s Ill-Health Procedure is as follows:

An employee shall, on appointment, be issued with a hospital attendance request form – Medical Form 42 by the
Director, Health Services for permanent use. Medical form 42, which is a confidential document, shall be retained
by the employee’s supervisor and shall remain the property of the Authority.

An employee wishing to seek medical or dental attention shall obtain from his supervisor his medical form 42 and
medical form 51 for presentation to the doctor. He shall leave the medical form 51 with the doctor and shall
ensure that the doctor completes the appropriate columns in his medical form 42, which shall, on return to duty,
hand over to his supervisor.

In an emergency an employee may seek medical or dental attention without first obtaining the medical form 42
but he shall, as soon as practicable inform his supervisor of the fact and the supervisor shall, after completing the
appropriate columns in his medical form 42 as well as in medical form 51, forward both forms to the employee for
presentation to the doctor.

Page 52
Start Immediate
Select the add
supervisor
button to
Process: Medical Employee Logs enter a new
form in and clicks the Approval action
request
medical form
Submits
Head of
Department
The following fields
are displayed Employees
automatically: dependant details Approval action
are automatically
 Name displayed including Submits
 Number Name, DOB & Sex Area HR
 DOB
 Sex
 Marital Submit for
status approval Approval action
 Title Director
 Location Health Submits
 Department Click Apply
Services
 Spouse button to
 Children (4 confirm
max)
 Wards (2 Saved
max) against
Optionally employee’s
attach profile
Click Next button supporting
to proceed to the document
review page
End

End of Process

Page 53
C.1.11. Flowchart: Salary advance

The Authority recognises the need for slary advance on certain occasions. A salary advance shall not exceed one
month’s salary and shall be granted at the discretion of a Department Head to employees who have completed at
least twelve months. The below flowchart illustrates the process.

Start

Process: Salary The following fields Immediate

advance are displayed supervisor
automatically:
Approval action
 Name
 Number
Employee Logs Head of Submits
 Hire Date
in and clicks the Department
 Sex
salary advance
 Basic Monthly
form
Pay
Approval action

Select the add Accounts Submits

button to Click Apply
enter a new button to
request confirm

Click Next button Salary advance element

to proceed to the attached manually by Payroll
review page accountant for employee

Optionally
attach
supporting
document End

End of Process

Submit for
approval

Page 54
C.1.12. Flowchart: Special Salary advance

In the event of the death of an employee’s father, mohter, spouse or child, an employee may be granted a
special advance of up to a maximum of two months basic salary repayable in twenty-four months with four
months grace period, provided that non-statutory deductions from the employee’s salary do not exceed 50% of
their gross basic monthly salary.

Start

Process: Special Specify reason for Supervisor

salary advance advance

Approval action

Head of Submits
Employee Logs Department
in and clicks the Click Apply button to
special salary confirm
Approval action
advance form

Accounts Submits
Click Next button
Select the add to proceed to the
button to review page
enter a new
request Approval action

Area HR
Submits
Optionally Manager
The following
fields are attach
displayed supporting
automatically: document
Approval action
Accounts
 Name
 Number Submits
 Hire Date
Submit for
 Sex
approval
 Basic
Monthly
Special Salary advance element
Pay
attached manually by Payroll
accountant for employee

End

End of Process

Page 55
C.1.13. Flowchart: Advance in lieu of first salary

The following flowchart illustrates the process for submitting an advance in lieu of first salary

Start
Employee Logs Immediate
Process: Advance in in and clicks the Select the add supervisor
lieu of first salary advance in lieu button to
of first salary enter a new
Approval action
form request

Head of Submits

The following fields Department

are displayed
automatically:
Submit for
 Name approval
 Number Approval action
 Hire Date
 Sex
 Basic Monthly Accounts Submits

Pay

Advance in lieu of first Salary

element attached manually by
Specify reason for Payroll accountant for employee
advance

Optionally
Click Apply button to Click Next button
attach End
confirm to proceed to the
supporting
review page End of Process
document

Page 56
C.1.14. Flowchart: Rent advance

The following flowchart illustrates the process for submitting a rent advance. Head of
Department
Start
Approval action
Process: Rent Employee Logs Select the add
advance in and clicks the button to
rent advance enter a new Area Estate Submits
form request Manager

Approval action

The following fields Specify reason Director

are displayed for advance Real Estate Submits
automatically:

 Name Submit for

 Number approval Approval action
 Department Enter monthly
 Hire Date housing
 Sex Director HR Submits
allowance
 Salary
 Salary step

Approval action
Enter loan
amount required
Accounts Submits

Rent advance element attached

manually by Payroll accountant for
employee
Optionally
Click Apply button to Click Next button
attach
confirm to proceed to the
supporting End
review page
document
End of Process

Page 57
C.1.15. Loan for Personal Transport

The Authority may grant loans to confirmed employees to purchase personal transportation under the following
conditions:

1. Loans will be granted only to confirmed employees on certification by the Head of Departent that
the employee requries personal transportation (vehicle/bicycle).

2. The maximum amount of loan granted shall be decided upon by management in consultation with
the senior staff/union from time to time.

3. The loan together with interest of three percent on the annual diminishing balance shall be paid
over a maximum period of ten years by equal monthly installments.

4. After a period of one year from the date of purcahse of the vehicle, the Authority may grant a loan
to an employee for the payment of the insurance on the employee’s vehicle.

5. The employee granted to the loan shall execute a deed assigning the vehicle under the joint
ownership of the Authority and the employee.

6. The vehicle shall not be disposed of without prior approval in writing by the Chief Executive.

7. The insured value of the vehicle should not be less than the outstanding balance of the loan. Such
loan shall be recovered over a period of twelve months, and shall be additional to any salary
advance that may have been received by the employee.

8. The Authority shall at the request of the employee, pay insurance on an employee’s vehicle and
the amount recovered over a period of twelve months.

9. Where the car to be purchased is a used one, a certificate of valuation and engineer’s report on it
should be submitted by the Authority’s vehicle workshop supervisor or a recognized Motor
workshop.

10. No further loan for the purchase of a vehicle may be granted if a previous loan has been made
within three years. The Chief Executive or his delegated authority may, however, approve the
grant of a further loan if the Head of Department has satisfied himself that the vehicle is not
roadworthly and a certificate is issued by the Mechanical Maintenance Engineer that the vehicile on
which there is still an outstanding balance is no longer roadworthy nor economical to run.

The fresh loan will be granted only if the outstanding balance is paid in full. An employee who has been granted a
loan for the purchase of personal transportation shall:

1. Ensure that the vehicle is jointly registered in the name of the Authority and staff.

2. Insure the vehicle comprehensively at a value not less than the loan or the outstanding balance on
the loan from time to time.

3. Not dispose of the vehicle without prior approval in writing by the Chief Executive.,,…

Page 58
C.1.16. Flowchart: Loan to Purchase Means of transport

The following flowchart illustrates the process for submitting a request for a loan to purchase means of transport.

Start
Head of
Process: Means of Employee Logs Select the add Departement
transport in and clicks the button to
means of enter a new
Approval action
transport form request

Enter particulars of vehicle: Director HR Submits

The following fields
 Make
are displayed
 Model
automatically:
 Cubic capacity
 Name
 New/used vehicle,
 Title
 Purchase price
 Location
 Cost of comprehensive insurance
 Number Approval action
 Name of vehicle dealer/seller
 Department
 Previous loan taken
 Monthly salary
 Details of previous loan repayment Accounts Submits
 Hire date

Submit for
approval
Means of transport
Specify reason
element attached
for advance
manually by Payroll
accountant

Click Apply button to End

Click Next button Optionally
confirm
to proceed to the attach End of Process
review page supporting
document

Page 59
C.1.17. Flowchart: Vehicle insurance loan

The following flowchart illustrates the process for submitting a vehicle insurance loan.

Start Head of
Employee Logs Departement
Process: Vehicle in and clicks the Select the add
insurance loan vehicle button to
enter a new Approval action
insurance loan
form request

Director HR Submits

The following fields Enters amount

are displayed requesting for
automatically:
Submit for
 Name
approval
 Title Approval action
 Location Enters car
 Number registration
 Department number Accounts Submits
 Monthly salary
 Hire date

Specifies whether the

vehicle is registered
Vehicle insurance loan
with the authority
element attached
manually by Payroll
accountant

Optionally End
Click Apply button to Click Next button
attach End of Process
confirm to proceed to the
supporting
review page
document

Page 60
C.1.18. Flowchart: Vehicle repair loan

The following flowchart illustrates the process for submitting a vehicle repair loan.

Start Head of
Employee Logs Departement
Process: Vehicle in and clicks the Select the add
repair loan vehicle repair button to
enter a new Approval action
loan form
request

Submits
Director HR

The following fields Enters amount

are displayed requesting for
automatically:
 Name Submit for
 Title approval Approval action
 Location Enters car
 Number registration
number Submits
 Department Accounts
 Monthly salary
 Hire date

Specifies whether the

vehicle is registered Vehicle repair loan
with the authority element attached
manually by Payroll
accountant

End
Optionally
Click Apply button to Click Next button End of Process
attach
confirm to proceed to the supporting
review page document

Page 61
C.1.19. Flowchart: Furniture loan

The following flowchart illustrates the process for submitting a furniture loan.

Start Head of
Employee Logs Departement
Process: furniture in and clicks the Select the add
loan furniture loan button to
enter a new Approval action
form
request

Submit for Director HR

Submits
approval
The following fields Enters amount
are displayed requesting for
automatically:
 Name Specify
 Title when Approval action
 Location Enters items to received
 Number be purchased
e.g. furniture etc Submits
 Department Accounts
 Monthly salary
 Hire date
Specify
when
Received Yes
repayment Furniture loan element
previous was attached manually by
furniture loan? completed Payroll accountant

No

End
Optionally
Click Apply button to Click Next button End of Process
attach
confirm to proceed to the supporting
review page document

Page 62
C.1.20. Flowchart: Special Furniture loan

The following flowchart illustrates the process for submitting a special furniture loan.

Start Head of
Employee Logs Departement
Process: Special in and clicks the Select the add
furniture loan furniture loan button to
enter a new Approval action
form
request

Submit for
Submits
approval Director HR

The following fields Enters amount

are displayed requesting for
automatically:
 Name Specify
 Title when Approval action
 Location Enters items to received
 Number be purchased
 Department e.g. furniture etc Accounts Submits
 Monthly salary
 Hire date
Specify
when
Received Yes Special Furniture loan
repayment
previous element attached
was
furniture loan? manually by Payroll
completed
accountant

No
End
Optionally
End of Process
attach
Click Apply button to Click Next button
supporting
confirm to proceed to the
document
review page

Page 63
C.1.21. Flowchart: Child education loan

The Authority shall grant a child education loan to support staff, at a rate as agreed upon between management and senior staff. Association
from time to time at an interest rate of 2.5%.

Start Head of
Employee Logs Departement
Process: Child in and clicks the Select the add
enducation loan Child education button to
enter a new Approval action
loan form
request

Submits
Director HR

The following fields Enters amount

are displayed requesting for
automatically: Submit for
 Name approval
 Title Approval action
 Location
 Number
 Department Received Specify Accounts Submits
 Monthly salary previous child whether
 Hire date education loan? Yes payment of
the previous
loan
No completed
Child education loan
element attached
manually by Payroll
accountant

Optionally End
attach End of Process
Click Apply button to Click Next button
supporting
confirm to proceed to the
document
review page

Page 64
C.1.22. Flowchart: Self development loan

The Authority shall grant an educational loan to support and encourage staff self-development at a rate as agreed upon between management
and the union from time to time at an interest rate of 2.5%.

Start Head of
Employee Logs Departement
Process: Self in and clicks the Select the add
development loan Self button to
enter a new Approval action
development
loan form request

Submits
Director HR

The following fields Submit for

Enters amount
are displayed approval
requesting for
automatically:
 Name
 Title Approval action
 Location
 Number Received
 Department previous self Accounts
development Specify Submits
 Monthly salary
loan? whether
 Hire date Yes
payment of
the previous
loan
No Self development loan
completed
element attached
manually by Payroll
accountant

Optionally
Click Apply button to Click Next button attach End
confirm to proceed to the supporting End of Process
review page document

Page 65
C.1.23. Flowchart: Recommendation for job evaluation

The following flowchart illustrates the process for submitting a recommendation for job evaluation.

Start
Employee Logs Head of
Process: in and clicks the Select the add Department
Recommendation for Self button to
job evaluation development enter a new Approval action
loan form request

Director HR Submits

The following fields Submit for

are displayed approval Approval action
automatically:
 Name Branch Head
Submits
 Title
 Department
 Grade
Enter grounds
for appeal Approval action

Director HR Submits

Saved
against
employee’s
profile

End
Click Apply button to Click Next button Optionally End of Process
confirm to proceed to the attach
review page supporting
document

Page 66
C.1.24. Flowchart: Beneficiary nomination form

The following flowchart illustrates the process for submitting a recommendation for beneficiary nomination form.

Start
Employee Logs Head of
Process: Beneficiary in and clicks the Select the add Department
nomination form Beneficiary button to
nomination form enter a new
request

Submit for
approval Approval action

The following fields Following fields are

are displayed additionally displayed: For each
automatically: nominee Submits
 Name  Name specify
 Title  Address percentage
HR
 Department  Relationship
(industrial
 Number  DOB
relations
 Location  Percentage

Optionally
Certify that “in the event of death, the persons nominated are Enter total attach
to receive all the benefits as provided under article 5 of the VRA percentage supporting Saved
employee pension and lump sum gratuity plan, any unpaid salary,
(100%) document against
cash in lieu of outstanding leave, entitlement under the Staff employee’s
Provident Fund and any other unpaid cash entitlements due to me,
and direct that the said amount shall be paid to the
profile
person/distributed to the persons in the proportions stated”

End
Click Next button Click Apply button
to proceed to the to confirm End of Process
review page

Page 67
C.1.25. Flowchart: Medical expense claim form

The following flowchart illustrates the process for submitting a recommendation for medical expense claim form.

Start
Employee Logs Supervisor
Process: Medical in and clicks the Select the add
expense claim form Medical expense button to
claim form enter a new
request Approval action

Submit for
approval
Submits
The following fields Enters item/
are displayed description of
HOD
automatically: expense
 Name
 Title
 Department
Approval action
 Number
 Location Enters amount

Optionally Accounts
Submits
attach
Certifies that this is a supporting
true and correct Enters reason document
statement of for expense
expenditure incurred. item incurred Saved
against
employee’s
profile

Click Next button Click Apply button End

to proceed to the to confirm
End of Process
review page

Page 68
C.1.26. Flowchart: Expense account and allowance claim

The following flowchart illustrates the process for submitting a recommendation for expense account and allowance claim.

Start
Employee Logs Supervisor
Process: Expense in and clicks the Select the add
account and Expense account button to
allowance claim form and allowance enter a new Approval action
claim form request

Submit for
approval
Submits

The following fields Enters description/ items

are displayed of expense allowances HOD/Branch
automatically: head
 Name
 Title Approval action
 Department System automatically calculates
 Number rates based on grade/standard
 Location rates and total Accounts Submits

Certifies that this is a true and Optionally

correct statement of Enters reason attach
expenditure incurred and/or for expense supporting
mileages travelled on official
Saved
item incurred document
duty against
employee’s
profile

End
Click Next button Click Apply button
to proceed to the to confirm End of Process
review page

Page 69
C.1.27. Flowchart: Duty allowance

The following flowchart illustrates the process for submitting a Duty Allowance request by an employee.

HOD
Start

Process: Duty Employee logs in and clicks

Allowance request the Duty Appointment link Approval
action

HR Submit
The following fields are s
displayed automatically:
Enters the
additional duties  Name Approval
to be performed  Title action
 Number
 Location
 Position
Enter the effective
from date

Accounts
Submit
s
Enter the effective to Enter the name/id of the
date person taking over from

Duty allowance
element added
manually

Optionally attach
supporting document
End
Submit for End of Process
approval

Page 70
C.1.28. Flowchart: Acting allowance request

The following flowchart illustrates the process for submitting an acting allowance request by an employee

Start HOD

Process: Acting Employee logs in and clicks

Allowance request the Acting Appointment link
Approval
action

HR Submit
The following fields s
are displayed
automatically:
Approval
 Name action
Selects the
name/id of the  Title
person acting  Number
 Location
 Position

Accounts
Submit
Enter the effective s
from date

Acting allowance
element added
manually
Enter the effective to Optionally attach
date supporting document
End
Submit for
approval End of Process

Page 71
C.1.29. Flowchart: Overtime authorization hours request

The following flowchart illustrates the process for submitting a Overtime authorization hours request.

Start Supervisor
Process: Overtime Employee logs in and clicks Approval
authorization request the Overtime Authorizing action
Appointment link.
ADMIN (Secretary
of the department)

The following fields Approval

are displayed action
automatically: Head of
Department
 Name
Upload the excel  pay period
file containing the  Location 20 hours exceeded
information of
 Department
Overtime.

Yes No

Enter the effective Head of

from date Branch

Approval
action
Enter the effective to Attach the supporting End
date document.
End of Process
Submit for
C.1.30. Flowchart: Overtime actual hours request approval

Page 72
The following flowchart illustrates the process for submitting a Overtime actual hours worked.

ADMIN (Secretary
Start
of the department)
Process: Overtime Employee logs in and
actual hours request clicks the Overtime
Actual Appointment Approval
link. action
Head of
Department

The following fields

Upload the excel are displayed Approval
file containing the action
automatically:
information of
Overtime. Head of
 Name Branch
 pay period
 Location
 Department Approval
action
Enter the effective
from date
Payroll
Submits
Accounts

Enter the effective to

date Overtime elements
attached using Batch End
Element Entry and End of Process
paid to employee
Attach the supporting
document.

Submit for
approval

Page 73
C.1.31. Flowchart: Renewal of Professional Registration Fees

The following flowchart illustrates the process for submitting a renewal of professional registration fees. Only one professional
registration per employee per year is permitted.

Supervisor
Start

Process: Renewal of Employee logs in and

professional clicks the Renewal of
registration fees professional Approval
registration fees link. action
HOD

The following fields

Enter professional Approval
body for renewal
are displayed
automatically: action
Director HR
 Name
 Title
 Staff ID
Indicate whether this  Location Approval
request is to be paid  Department action
by VRA (Checkbox) Branch head
(only for certain
amounts Submits

Enter effective start Enter effective end Payroll

date date Accounts
End

End of Process
Attach the supporting
document.

Submit for
approval

Page 74
C.1.32. Flowchart: Employee on Trek

The following flowchart illustrates the process for submitting a Employee on Trek request.

Supervisor
Start

Process: Employee Employee logs in and

on Trek clicks the
Employee on Trek Approval
link. action
HOD
Submits

The following fields

Enter From Date Approval
and enter to date
are displayed
automatically: action
Area Estate
 Name Manager Submits
Enter destination/  Title
location  Staff ID
 Grade
 Location
 Department
Indicate whether travel is
Local/Overseas

Days is automatically Enter Purpose of trip

calculated by the system

End

Indicate (Check) End of Process

Accomodation & Meals

Submit for
Attach the supporting
approval
document.

Page 75
C.1.33. Ownership

The HR department and the Director, Human Resources is responsible for the requests (and their respective rules
and procedures) made available to employees in self service.

Page 76
D. Absence Management

D.1. Daily Absence Management Processes

Process: Business Area: Date:

Daily Absence Management Processes HR Absence Management 01 July 2009
Control Number: Design Process Owner:
D.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

The Absence Management process covers the leave policies of VRA.

Employees take paid or unpaid time off for a variety of reasons, such as illness, injury, vacation, medical
appointments, childbirth, death of a close relative etc. Maintaining information on employee absences for
reporting and analysis is an important aspect of human resource management. Many organizations permit
employees to accrue hours or days of paid time off (PTO) as working time, to use for sick or vacation leave. In
such enterprises, setting up and maintaining PTO plans is another part of absence management.

The Following sections outlines the leave policy for VRA:

D.1.1. Handing-over
D.1.2. Vacation Leave
D.1.3. Accumulation of Vacation Leave
D.1.4. Compassionate/Casual Leave
D.1.5. National Special Service
D.1.6. Jury Service
D.1.7. Special Leave without Pay
D.1.8. Maternity Leave
D.1.9. Sick Leave
D.1.10. Leave without Pay

D.1.1. Handing-over

Employees who are proceeding on leave, transfer or on promotion to another position, are required to hand over
in a proper manner, their duties together with any documents etc to the employees who are to take over

D.1.2. Vaction Leave

Leave is granted at the convenience of the Authority, an employee may be recalled from leave to perform urgent
duties.

1. Vacation leave shall be granted to new employees only after twelve months service; proportionate
leave for the first calendar year and full leave for the second calender shall be taken together;
thereafter, leave shall be taken within the leave year in accordance with the department leave
roster. Employees shall take their full leave each calender year.

Page 77
 2. In the event of a statutory public holiday accruing within employees vacation, they shall be
granted an additional day’s time off with pay.

3. Employees on a full attachment course shall be granted their annual leave on the completion of
their training.

4. Where employees attend a full time institution, with scheduled vacation for a period exceeding six
weeks, they shall not be granted vacation leave for the period of training.

5. An employee shall be granted two days travelling time, irrespective of the distance when
proceeding on his annual leave.

D.1.3. Accumulation of Vacation Leave

Accumulation of vacation leave shall generally not be allowed. In rare cases the Chief Executive may approve on
the recommendation of a department head and endorsement of the branch head, that an employee may defer
vacation leave over a maximum of two years. Such leave would be taken together at the convenience of the
Authority.

D.1.4. Compassionate/Casual Leave

An employee may be granted special leave of absence with pay for a period up to ten working days in one year in
the event of the death or critical illness of an immediate relation such as spouse, husband, father, mother and
child or on the production of a medical certificate or convincing evidence that such immediate relation is critically
ill.

Compassionate leave granted to an employee should not be deducted from the employees annual leave.

D.1.5. Special National Service

Provided that the interests of the Authority shall not be adversely affected:

1. An employee may be granted leave of absence with pay to service on matters of national
importance such as representation of Ghana in approved internationl sports, conferences.

2. Employees may be seconded at their request, to an agency as may be approved by the Authority
for a period not exceeding two years. During the period of secondment, the employees
renumeration, allowance and pension benefits shall be chargeable to that organization. The
employee’s seniority shall in the circumstances be retained for one year. On his return, however,
he may be offered a suitable position.

3. For government appointment, the period of secondment shall be four years in the first instance.

D.1.6. Jury Service

An employee summoned for Jury Service shall be granted leave of absence with pay.

Page 78
D.1.7. Special Leave without Pay

Employees may be granted special leave without pay for reasons other than D.1.8.

D.1.8. Maternity Leave

1. A female employee on becoming pregnant shall on the strengh of a medical certificate, be granted
maternity leave under the following conditions:

(i) Eight weeks before and after confinement or an aggregate of sixteen weeks.

(ii) During the period of maternity leave, the employee shall be paid salary in accordance with
rules applicable.

(iii) Any accrued vacation leave in addition to (a) above.

2. On resumption of duty, the nursing mother shall close at 12:30 pm each day for the nursing of her child until
the child is nine months old.

(i) After nine months, a nursing mother shall be entitled to interrupt her work for one hour to
nurseher child until her child is twelve months old.

3. No female employees shall be dismissed

(ii) Solely on the grounds that she is pregnant

(iii) On any grounds whatsoever during the period of maternity leave specified above

D.1.9. Sick Leave

Sick leave shall be granted in accordance with the Authority’s sick leave plan and only on the production of a
medical certificate from a medical officer of the Authority or from a registered medical or dental officer approved
by the Director, Healthe Services.

D.1.10. Leave without Pay

1. Employees with not less than three years service with the Authority may be granted leave for a
period not exceeding three years i.e. two years ordinary and three years – educational to enable him:

(i) Undergo a course of study locally or overseas in cases where an employees is not sponsored
by the Authority, but he decides and arranges to undergo a course of his own.

(ii) Take up a public or international job

2. A married employee with not less than three years service may be granted leave of absence
without pay for a period not exceeding two years to join the spouse who is overseas either on business or on
training or on attachment course.

Page 79
3. Such leave of absence may be granted at the discretion of management and would be dependent
upon the exigencies of the service. A minimum interval of five years must, however elapse before an
employee.

4. An employee on such leave of absence without pay shall have no rights reserved, and shall not be
entitled to leave, seniority, retirement and or other benefits in respect of such absence; that is to say, such
period of absence will not count as service with the Authority.

D.1.11. Absence Management in Oracle HRMS

Using SSHR, employees can enter their own absence requests. Managers can also enter absence records on
behalf of their employees and view their subordinates absence history.

Leave of absence for Directors

For Directors, as they are higher up in the corporate hierarchy, the chain of approval for leave of absence will
follow their individual supervisor hierarchy. The process illustrated in D.1.12 below is therefore applicable to
Directors, with the exception of the approval hierarchy.

Page 80
D.1.12. Flowchart: Leave of Absence (Employees, except directors)

The following flowchart illustrates the process for employees requesting for a leave of absence i.e. Vacation, compassionate/casual, special
national service, jury service. Leave without pay requires approval from branch head after director of HR, who then reverts back to the director
HR. The employee receives a final notification of his/her leave. Immediate
Start supervisor
Confirm
Process: Leave of “Planned” 'leave
Confirm “Planned” Approval action
Absence
leave or new request
(Employees)
Head of Submits
Select Fresh Scroll down and Department
Employee Logs in create request locate the
and clicks the Leave absence “planned” leave
of Absence link
Approval action

Click Submits
Select the type of Confirmed or Area HR
Confirm
leave e.g. Annual Planned
Planned Confirmed button
request?

Approval action

Enter the start

Select the
date of the leave Director HR Submits
type of leave
e.g. Vacation

Leave balance updated

Enter the End
date of the leave Submit for
approval
Saved against
employee’s
profile
Click the calculate duration button to
Optionally End
calcuate the total number of dates
attach
supporting End of Process
document

Page 81
D.1.13. Flowchart: Leave of Absence (Managers)

The following flowchart illustrates the process for managers requesting for a leave of absence i.e. Maternity and sick leave on behalf of
subordinate employees who are unable to do so due to the nature of the leave. Leave without pay requires approval from branch head after
director of HR, who then reverts back to the director HR. The employee receives a final notification of his/her leave.
Start Immediate
supervisor
Process: Leave of Absence Confirm
(Managers) “Planned” 'leave
Confirm “Planned” Approval action
leave or new request

Head of Submits
Select Fresh Scroll down and Department
Manager create request locate the
Logs in and absence “planned” leave
clicks the
Approval action
Leave of
Select
Absence link
employee Click Submits
Area HR
Confirm
Confirmed or button
Planned request? Confirmed
Select the type of
Planned
leave e.g. Annual Approval action

Select the
Director HR Submits
Enter the start type of leave
date of the leave e.g.
Maternity
Leave balance updated
Click the calculate Enter the End
duration button to date of the leave
calcuate the total Saved against
Submit for
number of dates employee’s
approval
profile
Optionally
End
attach
supporting End of Process
document

Page 82
D.1.14. Ownership

Employees and managers are the initiators of the absence management processes using their indivdual Self
Service portals. Immediate supervisors and department managers have the role of approval for the leave
applications. Ultimately, the HR department is responsible for maintaining leave details.

Page 83
E. Provident Fund and Pension, Payroll, and Retropay Management

E.1. Monthly PF & Payroll Processes

Process: Business Area: Date:

Monthly PF & Payroll Processes Payroll – Compensation and benefits 07 September 2009
Control Number: Design VRA: Process Owner:
E.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

These section cover the monthly Provident Fund and Pension and Payroll processes.

The PF process can be summarized in the following five phases:

1. Application process

2. Scheme structures and Contributions

3. Payments

4. Interest

5. Separations

E.1.1. PF Application Process

A permanent employee should attain a six (6) months probationary period from the date of engagement before
being eligible to join the provident fund (PF) scheme. To become a member, an employee must duly complete a
PF membership subscription form for approval which must go through the following hierarchy as illustrated on
flowchart E.1.2 on the following page.

The final approved membership form is submitted to the Provident Fund & Pensions Secretariat to assign PF
element. Sometimes delays are encountered in approval process. This may result in Provident Fund (A & B – C &
D) Arrears. PF compute the PF arrears of employee manually key into the HRMS.

Page 84
E.1.2. PF Membership subscription form

The following flowchart illustrates the process for staff subscribing to the PF membership scheme.

Immediate
Start
supervisor
Process: Subscribion Employee Logs in and
to PFPS Scheme clicks the PFPS scheme Approval action
form

Head of Submits
Department

The following fields are

displayed automatically: Approval action

 Name
 DOB HR Submits
 Date of joining
scheme
 Title
 Number Approval action
 Monthly basic PFPSPS/
pay Accounts
Submits

Accepts acknowledgement of right of

VRA to make staff provident fund PFPS element attached by
deductions from salary Payroll accountant for
employee

Optionally attach
supporting document

Submit for
approval End

End of Process

Page 85
E.1.3. Scheme structures and Contributions

PF is made up of two schemes. These are:

1. A-B is Provident Fund 1: A is Employee’s contribution and B is the Employer’s contribution.

2. C-D is Provident Fund 2: C is the Employee’s contribution and D is the Employer’s contribution.

For both schemes, employees make a monthly contribution of 5% of their basic salary and the authority
contributes 10%.

The formula is as stated below:

Provident Fund 1 : (A-B) schemes use the following rates:

 Employee Provident (A) Contribution = (Basic Arrears + Basic Salary) * 5%

 Employer Provident (B) Contribution = (Basic Arrears + Basic Salary) * 10%

Both Provident Fund 2: (C-D) schemes use the following rates:

 Employee Provident (C) Contribution = (Basic Arrears + Basic Salary) * 5%

 Employer Provident (D) Contribution = (Basic Arrears + Basic Salary) * 10%

E.1.4. Payments

An agreed percentage of A-B is paid every two years in September to qualified members. Members
who are less than three years in the service of the Authority are excluded from the agreed percentage
payment. This process is run separately from the payroll.

The Payroll Run UK process is executed from the Submit Request window for that pay period with parameters
that must include the element set defined for the PF (i.e. Provident Fund-1 Payment). For example to process the
PF elements for all the General staff in the system for current pay period (Navigate to Menu option View
>Request >Submit a New Request>Single Request>(B)Ok choose Name as Payroll Run UK) the Payroll Run UK
process must have the following parameters supplied to it:

 Payroll: VRA General Monthly

 Consolidation Set : VRA Business Group
 Pay Period: August 2009 (31-AUG-2009)
 Element Set: Provident Fund Payment
 Run Type: Regular

A global value “PF_YES_NO” (PF Computation Flag) shall be defined in the system based on which the PF
Payment element shall be attached to the employees automatically once the payroll is run.

C-D is Provident Fund 2 and C-D is only paid on Separation of an employee.

Page 86
E.1.5. Interest sharing

The PF interest shall be computed based on the following formula:

PF contributions are invested in risk-free portfolios. Interests arising out of these investments are shared
according to the following formula:

PF Interest A = (Employee_A_Balance) * (Total_A_Interest)/ (Total_Employees_A_Balance)

PF Interest B = (Employer_B_Balance) * (Total_B_Interest)/ (Total_Employers_B_Balance)

Note: In this case Employee means both Active as well as Separated staff

PF Interest C = (Employee_C_Balance) * (Total_C_Interest)/ (Total_Employees_C_Balance)

PF Interest D = (Employer_D_Balance) * (Total_D_Interest)/ (Total_Employers_D_Balance)

Note: In this case Employee means both Active as well as Separated staff

The Employee_Balance shall be taken from the element balance defined in the system (Active and separated) and
the Total_Employees_Balance and Total_Employers_Balance shall be obtained by running the report for PF
Contribution and Leavers Payroll Report of outstanding PF contribution balances. These values shall be picked
from the reports. Any time the need arises for the sharing of PF interest to active as well as separated staff the
updated values for the two global values namely Total_Employees_Balance and Total_Employers_Balance are
updated by date tracking to the respective date whenever the change in balances is required.

E.1.6. Separation

Withdrawals are made by employees when they separate from VRA. This could be in the form of resignation,
retirement, deceased, summary dismissal etc. Employees before separation will initiate a clearance certificate
which are illustrated on flowchart H.1.29.

30% retention is retained by the PF on all Ex-employees housed by VRA. This retained amount will only be
released if the ex-employee vacates the premises.

Interest should be shared to both active and separated staff on the basis of their Balances (A & B and C & D) at a
particular point in time (Formula has been given to the Consultant). A provision should be made for online sharing
of interest to both active and separated staff at any point in time in the future. The consultant can be called for
assistance when the online sharing of interest is about to commence. Meanwhile any shared interest outside the
system, before the commencement of online sharing, would be imported into the Oracle HRMS via the Oracle
Web Application Data Interchange (ADI).

Page 87
E.1.7. Issues to be addressed (as per scoping)

The consultants have noted the following issues the operation of the PF processes is beset with.These require e
addressing during the upgrade project.

1. PF reconciliation issues

The issue with reconciliation of PF appears to be in the PF employer contribution. The Grand Total amount does
not tally due to following reasons:

(i) When an employee changes grade or changes category (i.e. Junior to senior) then the employee
contributions are automatically attached. However, employer contribution is not automatically attached.

(ii) Rounding up to 2 decimals causes the PF monthly report to give a difference in the Total amount for all
employees.

(iii) Due to changes in the cost center or grade, some PF elements are end dated.

(iv) General Ledger (GL) reports information does not tally with PF Reports. VESL consultants to look at this
issue in detail.

2. Balance adjustments

(i) If there are some adjustments that are required such as final settlement or part payments, then these
should be paid through the payroll and the balances for those employees reset to zero.

(ii) To handle adjustments it’s recommended that an element is created that includes a field to capture the
reason for PF adjustment.

(iii) Clearing the balances of PF for ex-employees.

(iv) How to achieve clearance of the balance after an employee has been separated? As payment is not done
in one go.

3. Excessive number of elements

(i) Currently the system has an excessive number of elements – totaling fifty six – in use for PF computation
(40 for A & B and 16 for C & D). This results in a payroll run process that is relatively slow. Therefore, it
is recommended that unnecessary elements are end dated. To promote efficiency, the recommended list
of elements can be reduced as follows:

i. PF Monthly Contribution
ii. Withdrawal/Payments
iii. Arrears
iv. Interest
v. Adjustments (with reason as a field defined in the element).
vi. PF Late Admission

(ii) It was observed that the last full year of computed interest for PF was in 2003 due to problems noted
above. The computation and crediting of interest for 2002 and 2003 was done manually. The consultant
agreed to make a provision on the HRMS system for the sharing of interest for future years. However, for
2004 to 2006 PF interestd he agreed to import data from excel into the HRMS using the data loader for
automatic crediting of the interest to members balances.

Page 88
 (iii) The consultant agreed to configure the HRMS system to allow computation of interest sharing for all
employees.

(iv) It was observed that the payroll department has been going through cumbersome exercises of entering
the employee details using Batch Element Entry. To overcome this manual entry of data it was
recommended by VESL to use the data loader software that will help the user in exporting the data from
excel to HRMS System. This will avoid all data entry errors that are occurring.

(v) Salaries are paid outside the HRMS System and PF are also deducted in the similar manner. For the
benefit transparency and audit, it’s recommended that this practice is ended.

(vi) It has been noted that beneficiary and clearance certificate form must be accessible online such that the
form may go through the approval process. Refer to the relevant section for details.

(vii) Employee should be able to change his/her beneficiaries at any time online on the Beneficiary
Nomination Form.

4. Reporting requirements

1. An individual statement for PF (A-B, C-D) report was provided as a sample. VRA PF (A&B)
Statement Sample- Internal Distribution ONLY

2. It was noted that the interface report information does not tally with PF HRMS Report.

3. The following forms were provided to the consultants:

a. Provident Fund (A & B) Contributions- Current & Cumulative Monthly Report.

b. Employee Detail Statement on Provident Fund (1) Interest Income Yearly Report.
c. V.R.A STAFF PROVIDENT FUND SCHEME WRITTEN OPINION PAPER
d. Written Opinion Paper Template for Calculation of PF Report.

4. The consultant was requested to make a provision for Staff Movement Report to identify the
difference in contribution for previous month and current month (Movements such as Salary
Increment, Separation, Arrears, and Total Number of employees).

5. Unattached elements

It was noted that employee contribution elements are attached to all the employees automatically in every pay
period. However, a point of concern was that employer contribution is not automatically attached in every pay
period this results in difference in the report for the total.

Page 89
 E.1.8. Flow chart for Pension Fund Processes

The total amount balance is then

Start
Every Bi-Annually to view the
Process: Pension current total amount balances for
Fund employee and employer the
report for PFPS Contribution is
run.
defined as Global Values i.e.
Total_Employees_Balance,
Total_Employer_Balance and updated
as and when need arises. A flag is also
defined as PFPS_YES_NO.

The total Employee Interest Amount

Define the Fast Formula:
and the Total Employer Interest
Save PFPS Interest A = (Employee_A_Balance) *
Amount is defined as Global Values
Global (Total_A_Interest)/ (Total_Employees_Balance)
i.e. Total_A_Interest,
Values PFPS Interest B = (Employer_B_Balance) *
Total_B_Interest and updated as and
(Total_B_Interest)/(Total_Employers_Balance)
when need arises.
Note: In this case Employee means both
Active as well as Seperated staff

In order to process the PFPS run

Save Define the Save the the PFPS Flag defined in the
Fast element Formula Formula global value must be as “Yes”
Formula Result Result Payroll Run UK process through
the Submit Request window.

The Parameter for Payroll Run UK process are,

for example:
PFPS Employee
Payroll: VRA General Monthly PFPS_YES_NO= Yes? No Payment 2009 and
Consolidation Set : VRA Business Group
Interest amount does
Pay Period: August 2009 (31-AUG-2009)
not get computed
Element Set: Provident Fund Payment
Yes automatically.
Run Type: Regular
End
Element PFPS Employee
Payment 2009 automatically End of Process
gets attached to the employee
after the payroll run

E.1.9. PrePayment for Pension Fund & Payroll Processes

Oracle Payroll enables you to define any number of payment methods, and you can distribute employee pay over
more than one method using either a percentage or monetary split. The post payroll process called
“PrePayments” enables the payment for the Pension Fund to be distributed to the respective employee based on
the payment method attahced. PF Register Report is run and finally the Payment to the Bank Process is run for
the reports to be printed for the bank transfer amount.

Page 90
E.1.10. Flow chart for PrePayment process for Pension Fund & Payroll Processes

Start

Process: PF
PrePayment

The post payroll

process called
“PrePayments” is
run through the PF Register Report
Submit Request is run through the
window this Payment to the Bank report is run
Submit Request through the Submit Request Window for
enables the window.
payment for the the reports to be printed for the bank
Pension Fund to be transfer amount.
distributed to the
respective
employee based
on the payment
End
methods attahced.
End of Process

E.1.8. Leavers Payroll Process

The Leavers Payroll must possess the following capabilities or functionalities to perform the under mentioned
functions:

1. Be able to maintain data (assignments, elements, balances etc) on all categories of separated staff (i.e.
Leave of absence, Resignations, retirements etc). This will be relevant for reporting purposes
2. All such data on separated staff be automatically transferred unto the Leavers Payroll immediately the
staff separates from the Authority. The categories of separated staff that have to be moved to the
Leavers Payroll are:
i. Compulsory Retirement
ii. Deceased
iii. Dismissal
iv. Early Retirement
v. End of Contract Appointment
vi. Gross misconduct
vii. Health
viii. Leave without pay
ix. Redundancy
x. Resignation
xi. Termination
xii. Transfer to Subsidiary
xiii. Vacation of post

Page 91
 xiv. Voluntary Retirement
xv. Withholding of salary

a. On resumption to duty (after separation) all relevant HR and payroll data of the affected staff be
automatically transferred into the Active Staff System Environment. For staff who have retired
and are re-hired, the transfer to the Active Staff System environment has to be carried out
manually.
b. The system should be able to capture the net payment to be made to the separated staff
c. When actual PF payment is made to staff via receipt of a cheque, the system design should be such
that by click of a button the staff PF balances, all indebtedness balances, car loans, are
accordingly reduced indicating amount to be recovered from staff, if any. The category of
indebtedness which are not on the Oracle HRMS are to be manually keyed in via an element and
validated before the payments and reduction of indebtedness are effected. The category of
indebtedness not on the Oracle HRMS are:
i. Authority’s Property
ii. Authority’s Premises vacated on (Retention)
iii. Stores
iv. Working Advance
v. Library
vi. Salary in lieu of notice
vii. Accountable imprest
viii. Bank Loan
ix. School Fees
x. Overpayment/Underpayment of salary/Wage
xi. Unearned/Earned Leave

A payroll called Leavers Payroll will be defined in the system to manage all the VRA seperated staff. A payment
method shall be created for the payment to be made for the leavers payroll. Every month employees who are
separated from the VRA, be it General and/or Management will be assigned to Leavers Payroll. All those attached
to the Leavers Payroll shall be attached with their indebtedness balances (such as employee loans, advances, etc)
and all the balances for the PF Elements shall be entered. The employee’s indebtedness shall be deducted from
his/her PF amount. This payroll will be processed when ever the PF Balance are issued to leavers.

Page 92
E.1.9. Flow chart for Leavers Payroll Processes

Start
Save the
Process: Leavers Payroll
assignment

Define a Payment Method

All the employee balances for
loans and advances and the
balances for the PFPS Elements
Define the Payroll and
shall be attached to the
attache the valid
employee. Also other elements
payment method for this
shall be attached such as Library
payroll.
due, Hospital due etc.

Whenever the Save the

employee is separated element
from the VRA he or she entries
must be assigned to
the Leavers Payroll
Navigate to (N)Enter & The Leavers payroll
Maintain>Enter the shall be processed and
employee the employee’s
Id>(B)Assignment indebtedness shall be
window E.g. change deducted from
the Payroll from “VRA employee’s PFPS
General Monthly” to balance amount.
“Leavers Payroll” and
Status to “No Pay
Assignment” End

End of Process

Update or Correction?
Select update
E.1.10. Pre Payroll Processes

In order to allocate Earnings & Deductions to the employees one has to create the elements and their
corresponding Links based on their eligibility criteria. For example “PF Employee Payment 2009” is one such
earning element that has been defined into the system for allocating Pension Fund to employees mannually. In
order to create this element one has to navigate to: Compensation & Benefits> Element Description> Define the
element(s) and for the Links navigate to: Compensation & Benefits> Link.

In order to compute the pension fund Interest for each employee depending on his/her required balance a
formula is defined in the system navigate to: Compensation & Benefits> Write Formulas. The defined formula can
be updated as and when required. The formula has been defined in the system now it must be assigned a value
based on the formula logic that enables the system to compute the output for the element “PF Employee Payment

Page 93
2009” this is done through defining the formula results for the same element navigate to: Compensation &
Benefits> Formula Results.

The element can be attached to the employees manually or in Batch using the Batch Element Entry window. In
order to access the system manually navigate to: People >Enter & Maintain>Enter the Employee
Number>(B)Find>(B)Assignment > (B)Entries and select the element to be attached. Alterantively a batch can be
defined to assign the same element to more than one employee by navigating to Mass Info. eXchange:MIX>
Batch Element Entry >

Name: PF Employee Interest AUG_2009

Save the batch and click on Element Lines button and select the element that is required to be attached to the
group/batch of employees/assignments which can be loaded into the system by means of a dataloader.

Page 94
E.1.11. Flow chart for Pre Payroll Processes

Start

Process: Pre-Payroll Define the Batch using

Check the check box the Batch Element
for Process in Run. Entry window

HRMS Super user Attache the Skip rule

Logs in and clicks the Save the
as
Element Description defined Batch
ONCE_EACH_PERIOD

Save the Click on the Element

Date Track to the
defined Lines button and select
date you want to
Element the element to be
define the element
on. attached.

Define a Link: Check

the Link To All
Payroll check box Select the assignment
The following fields number in the
are mandatory: assignment column
 Name Save the and enter the amount
 Primary defined Link in the Pay Value
Classification column
 Priority
 Currency
Define the Fast Formula
Output Save the
defined
Batch Lines

Save the
Specify Element defined Fast End
Type Recurring or Formula End of Process
Nonrecurring

Define the element

Select Element Formula Result
Termination rule:
o Actual
Termination Save the defined
o Final close Formula Result
o Last
Standard
Process

Check the Process

in Run check box.

Page 95
E.1.12. RetroPay By Element Process

RetroPay stands for some old Payment due for the employee.There are two things which lead to arrears these
are:
 Incorrect Element Entry Value: Sometimes we realise after some time that the element entry entered
and processed in the past is not correct.

 Back Dated Salary Increments: The union agreement or the Higher Management decides to revise salary
effective from a date in the past.

Retroactive payroll processing involves making payments or taking deductions in the present payroll period that
are made or taken in past periods. The RetroPay by Element process is an enhancement for calculating a
breakdown of retroactive payments by element. The primary benefit of this enhancement is recording the
payment associated with the elements and time periods from which they were earned. The RetroPay by Element
process creates nonrecurring elements in the current payroll period with entries of the amount of the retroactive
payments or deductions. These retroactive elements are processed in the current period payroll run.

Enter retroactive changes using DateTrack

Create an element set including the elements for retroactive processing (i.e. Company Overtime). The element set
type is Run set (Note: look at the run results of the element you want to use in retro. Add the base element to
the element entries in a current payroll process and run the payroll. Look at the runs results and see where the
run results exist – what element). This is the element you want to include in your element set. Normally, it will
just be your base element (i.e. Company Overtime).

Create assignment set including the assignments that should be included in the retro comparison. The process,
RetroPay By Element, is submitted as a Single Request by navigating to the Submit Processes and Reports screen.
The parameters for this process are:

Assignment Set (Mandatory) - An option for creating an Assignment Set is to use the core process called Retro-
Notifications Report.

Element Set (Mandatory) - This restricts the process either by including or excluding some elements in the set.

Start Date (Mandatory) - User defined.

End date (Mandatory and defaulted to date track date) - Recommended that this date be at least one day into the
payroll period in which you want the retroactive elements to be processed.

Important Note: For pay periods where the check date falls into the next payroll period, you will need to enter a
date in this parameter that is at least one day after the previous pay period's check date.
For each of the elements showing a difference between new and original entries, the process creates, in the
current payroll period, a nonrecurring retroactive element with one or more element entries holding the identified
differences.

RetroPay by Element is a sequenced process. This means that it can be rolled back if necessary but in the proper
order. For example, if the elements produced by a RetroPay by Element process are processed in a payroll run,
the RetroPay by Element process cannot be rolled back unless the payroll run has been rolled back. This is
essential for preservation of the integrity of payroll balances.

Page 96
E.1.13. Flow chart for RetroPay By Element Process

Start

Process: Retro Pay Save the Submit the request

Assignment and keep clicking the
Set and click refresh button until the
on Generate Phase displays
HRMS Super user Logs in Completed.
and clicks on Enter &
Maintain link.
To run the RetroPay
By Element process Navigate to the
Navigate to Menu element entries
Enter the retroactive option View >Request
changes for the window and you will
>Submit a new see the element(s) are
employee using date
Request>Single attached to the
track.
request>Ok type employee.
name as RetroPay By Note:Elements
Element. showing a difference
Navigate to Payroll>
between new and
Element Set and define
original entries, the
an element set (for
process creates, in the
example
Enter the following current payroll period,
Retropay_Set_General)
parameters for RetroPay a nonrecurring
including the elements
By Element process:- retroactive element
for retroactive
 Assignment Set = with one or more
processing.The element
GENERAL element entries
set type should be Run
 Element Set= holding the identified
set.
Retropay_Set_General differences
 Start date= This is the
date from which we
Save the
want to compute the
Element End
difference
Set
 End date= A date in End of Process
the latest Pay Period.
The retro entries get
Navigate to created in this period.
Payroll>Assignment
Set. Give the name Note: Recommended
and Payroll to the that end date be at least
assignment set click one day into the payroll
on amendment period in which you
button to include the want the retroactive
employee that should elements to be
be given Arrears. processed.

Page 97
E.1.14. Capturing of data from various locations

The data entry from various locations such as Akuse, Akosombo, Aboadze, etc shall be done by the use
of Oracle ADI or dataloader. For this the user will log in to the system and select the required
responsibility.Using the Batch Elemenet Entry screen the data will be loaded into the system. Once this
is done the data will be verified and the batch will be validated and transfered by the paymaster.

E.1.15. Flow chart for data capturing from various VRA sites

Start

Process: Data
capturing from
different locations

HRMS user Logs in HRMS user Logs in from

from Akosombo and Akuse or any other
navigates to Mass location and navigates to
Info. eXchange:MIX Mass Info. eXchange:MIX
and clicks on Batch and clicks on Batch
Element Entry. Element Entry.

Date Track to the

date when the Batch
header needs to be
defined.

Save the
Batch
header

Using
ADI/dataloader
the data will be
loaded in to the
Batch lines for the
required element.

End
The batch lines are
Save the then validated and End
defined transfered.
Batch Lines
E.1.16. Reviewing of elements that are in use

Page 98
All the elements shall be revised for improvement and efficiency where by any adhoc runs for the
element set can be processed and the required reports such as pay register, payslip, etc should have
information about the element set run into a separate report.

Page 99
E.1.17. Ownership

The Accounts department in liasion HR are responsible for Payroll, PF and Arrrears.

Page 100
F. Performance Management

F.1. Periodic / Annually Performance Management Processes

Process: Business Area: Date:

Periodic / annually performance HR Performance Management 10 August 2009
management processes
Control Number: Design VRA: Process Owner:
C.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

F.1.1. Employee Progression:

In all positions employees shall have the opportunity to progress to higher grades as detailed in the brochures of
job progression. Actual progression shall be based on merit and in accordance with the specification of the new
job.

Progress Review and Employee Counselling Interview Report on employees shall be submitted on completion of
their probationary period and thereafter once a year on their incremental date. Employees may earn increment on
the basis of their performance on the job. Any employee who reach the maximum of the salary scale attached to
their job positions shall receive no further increment unless promoted to higher rated positions.

There are four factors which contribute to salary increases operated by the Authority:

1. Annual increments (based on performance)

2. Global/general salary review (Due to inflation)

3. Job re-evaluation -

4. Bonus (one off)

Salary increase on promotion – All promotions shall result in an increase in an employee’s salary. The amount of
increase shall not be more than three increments on their present scale.

Effective date of promotion – The effective date of promotion of an employee shall, unless otherwise directed, be
the date on which the promotion is approved.

Page 101
F.1.2. Current appraisal environment

It has been acknowledged that the current system lends itself to subjective interpretation and not aligned to
corporate objectives which is manually administered. Currently there is an April and October grouping for
appraisal purposes. The new structure will dissolve these into one. The system is currently being revamped and
will be implemented by January 2010 electonically.

The following lists the current cycle of appraisals:

1. There will be a corporate and business plan to be approved by November.

2. End of November, beginning of December Objective setting will take place.

3. Corporate and departmental objectives will be entered/provided to managers by HR in association with

planning department that will be extracted from corporate plan (no 1.).

4. Min of 3 and max of 5 objectives will be set by staff.

5. 1st Quarter (March) review – each supervisor required to hold performance review sessions with his
subordaintes and review performance.

6. 2nd Quarter (June) review – each supervisor required to hold performance review sessions with his
subordinates and review performance targets where necessary.

7. 3rd Quarter (Sept) review – each supervisor required to hold performance review sessions with his
subordinates and review performance targets where necessary.

8. 4th Quarter – scoring will take place that will impact rewards. There are inflation-based across the board
increments and there is performance-based rewards.

Page 102
F.1.3. Modeling Performance Management processes in Oracle HCM

Performance management processes aims at the following:

 Consistent identification and measurement of knowledge, skills and behaviour displayed by the employees
across the enterprise.
 Alignment of departmental activities with business goals

As highlighted in section B, the first step of the performance management process is to design a “competence
based” organizational structure. It represents the target competence profile of the workforce for VRA. Using a
structured approach to competence management, Managers can measure and assess the competences across the
enterprise in a consistent and flexible manner.

Performance evaluation is the measurement of current workforce competence profile by appraisals. The
comparison of the current and targeted workforce competences reveals the gap of workforce competence. HR
should make immediate action plans to close the gap.

At the end of the Performance Analysis, Department Heads and HR finds answers to many complex questions:

 Who has the required skills and competences for the job?
 How does a person’s skills and competences compare with the skills and competences needed for the job?
 What are the training requirements of employees in order to close competence gaps?
 How much does the company spend per head on training, and how does this relate to improved performance?
 Has the gap between required competences and skill narrowed for reviewed employees, and has the change
affected revenue?

Since the competence based approach is central to the entire performance management structure, VRA core
values can be defined as “Core” competencies. These are the competencies required of all employees within the
organisation and are therefore applicable to all employees irrespective of department, job/position or grade.

F.1.4. Performance Rating Scales

The first step in creating a competency based approach is rating scales. Rating scales are used to measure
proficiency/performance of a group of competencies, typically as part of an assessment or performance appraisal.

Below is the rating scale to be implemented for performance appraisals for VRA:

Rating Level Description

Exceptional 5 Consistently exceeds relevant performance targets
Exceeds Expectations 4 Sometimes exceeds relevant performance targets
Meets Expectations 3 Meets relevant performance targets
Below Expectations 2 Sometimes meets the performance targets
Failed to Meed Expectations 1 Consistently fails to meet performance targets

Page 103
F.1.5. Enterprise objectives and appraisals

To ensure that coporate objectives are successfully met, enterprises must track their objectives through the entire
workforce hiearchy, and encourage their workforce to complete their annual appraisal tasks. The Peformance
Management enables HR professionals to roll out performnace management plans to the entire workforce,
incorporating objective setting with appraisal tasks.

Employees objectives are trakcing throughout the year via personal scorecards and rated at the appraisal time.
The task-oriented interface enables employees to track and update their scorecards frequently, as they progress
with their objectives. Managers can review and track the progress of employee objectives, provide feedback and
take any action, if required.

F.1.6. Manager Self Service Initiated Appraisals Process

Line managers/supervisors are initiators of the appraisal process for each of the quarterly review processes.
Following the compilation of corporate and departmental objectives, the following major activities will take place
for each review, for each employee appraised.

1st Quarter 2nd Quarter 3rd Quarter 4th Quarter

review review review review

1 Manager initiates Manager initiates Manager initiates Manager initiates

2 Selects 1st quarter Selects 2nd quarter review Selects 3rd quarter Selects 4th quarter
review review review
3 Selects Selects subordinate to Selects subordinate to Selects subordinate
subordinate to review review to review
review
4 Objectives/ Objectives/ competencies Objectives/ Objectives/
competencies reviewed/rated competencies competencies
reviewed/rated reviewed/rated reviewed/rated
5 Shares with Shares with appraisee Shares with appraisee Shares with
appraisee appraisee
6 Appraisee views Appraisee views and Appraisee views and Appraisee views and
and provides provides comments provides comments provides comments
comments
7 Manager updates Manager updates if Manager updates if Manager updates if
if necessary and necessary and steps 5-6 necessary and steps 5-6 necessary and steps
steps 5-6 repeated repeated 5-6 repeated
repeated
8 Final scoring done
9 Manager submits Manager submits for Manager submits for Manager submits for
for approval approval approval approval

Flowcharts F.1.7 and F.1.8 below illustrate the processes for quarterly reviews including probation assessments.
The feasibility of automatic updating the basic pay for employees as a result of 4th quarterly reviews will be
investigated by the consultants.

Page 104
F.1.7. Flowchart: Quarterly reviews and appraisals (1st, 2nd and 3rd Quarterly reviews)

The following flowchart illustrates the process for managers initiating apprisals as part of each quarterly review processes.

Start

Process: Annual Enter Period End date Corporate and Submits for approval
Appraisals process e.g. 31-Mar-2010 departmental objectives /
entered A4

Manager Logs in and Enter Next Appraisl

clicks the Appraisals link date e.g. 30-Jun-2010 Corporate and
in manager self service departmental objectives/
competencies rated Manager’s
A5 Immediate
supervisor
Main appraiser defaults
to name of manager Appraisal shared Approval action
Listing of subordinate with appraisee
employees displayed A1 A6

Head of Submit
Department s
Appraisal delivered
Selects the employee to be Add objective details, to appraisee
appraised. target date, A7
measurement A2
Approval action

Appraisal purpose is Appraisee/ Employee Submit

entered e.g. 1st quarter receives notification of HR s
review Optionally add other appraisal
participants A8
A3

Enter Period Start date e.g. Repeat steps Saved against

01-Jan-2010 Yes A1-A10 employee’s profile
Appraisee/ Employee logs
in and views appraisal
A9 End
Further
No End of Process
Manager
updates
Appraisee/ Employee submits
appraisal?
comments/feedback to manager
A10

Page 105
F.1.8. Flowchart: Quarterly reviews and appraisals (4th Quarter review or Probation review)

The following flowchart illustrates the process for managers initiating 4th quarter reviews which is identical to F.1.7 with the exception being the
final scoring. (* The feasibility of automaic update of employees basic pay will be reviewed by VESL)

Start

Process: Annual Enter Period End date Corporate and

Submits for
Appraisals process e.g. 31-Mar-2010 departmental objectives /
approval
competencies shown A4

Manager Logs in and Enter Next Appraisl

clicks the Appraisals link date e.g. 30-Jun-2010 Corporate and
in manager self service departmental objectives/
competencies rated A5 Manager’s
Immediate
supervisor
Main appraiser defaults
to name of manager Appraisal shared Approval action
Listing of subordinate with appraisee
employees displayed A1 A6

Head of Submit
Department s
Appraisal delivered
Selects the employee to be Add objective details, to appraisee
appraised. target date, A7
measurement A2
Approval action

Appraisal purpose is Appraisee/ Employee HR

Submit
entered e.g. 1st quarter receives notification of s
review Optionally add other appraisal
participants A8
A3 *Basic pay updated by HR
personnel and promotion (grade
Enter Period Start date e.g. Repeat steps changes/position changes) done
01-Jan-2010 Yes A1-A10
Appraisee/ Employee logs
in and views appraisal End
A9 End of Process
Further
Manager No
Final
updates scoring to
Appraisee/ Employee submits
appraisal? computed
comments/feedback to manager
A10

Page 106
F.1.9. Ownership

The HR department in liasion with managers are responsible for annual performance appraisals.

Page 107
G. Training, Development and Learning Management

G.1. Monthly Training, Development and Learning Management Processes

Process: Business Area: Date:

Daily training and development Staff Training and Development 10 July 2009
processes
Control Number: Design VRA: Process Owner:
G.1 VESL HR Consultants HR
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High No

G.1.1. VRA Policy

The Authority recognizes the training and development of employees as an important organizational activity, and
as a positive step towards the realization of its policy of improving the quality of staff and of effecting promotion
from among serving personnel. Accordingly, all employees shall be encouraged through in-service and institutional
training to develop their potential, and enhance their efficiency on the job and prospects of advancement in the
Authority.

1. The selection and programming of training courses for employees shall be made by Head of
Department in consultation with the Human Resources Department. The selection of candidates for
training shall be on the basis of merit and the requirements of the job. The Human Resources
Department shall be responsible for the preparation of the overall corporate programming and co-
ordination of the training activities for the approval of the Chief Executive or his delegated
authority.

2. It shall be the policy of the Authority to utilize local resources and facilities in its training
programmes. Overseas training shall be arranged by the Authority for selected personnel only
when there is an urgent and apparent need for it, and local training facilities cannot meet the
training requirements.

3. The Authority will normally not sponsor employees who on their own accord, arrange to attend
institutions either locally or overseas.

4. As a positive step towards the realization of its policy of promotion from among serving personnel,
the Authority shall encourage deserving employees through in-service and institutional training to
enhance their efficiency and develop their potential. Such training shall cover all sections of the
Authority.

5. An employee required to undertake training will be advised of the period of training and the
purpose and details of the training where necessary.

6. Overseas training will be arranged by the Authority for selected personnel only when there is an
apparent need for it, and local training facilities cannot meet the training requirements.

Page 108
 7. The Authority will normally not sponsor employees who, on their own accord, arrange full time
institutions. For self-sponsored training, a loan to be determined from time to time chargeable at
an interest rate of 2.5% and repayable within twelve months may be granted.

8. The Authority shall assist financially (for example by reimbursing fully the cost of tuition and basic
text-books) its personnel who pursue Management approved part-time local, and/or
correspondence courses relevant to their job positions, and who complete such programmes of
study successfully.

9. In accordance with the Apprenticeship Act 1961 (Act 54) the Authority shall, when a programme is
warranted, introduce an Apprenticeship Scheme in a Technical Department.

10. An employee who is sponsored by the Authority to undergo a course of training, either locally or
overseas, shall be required to enter into a bond to serve the Authority for a period as may be
determined by the Chief Executive or his delegated authority. Employees who fail to serve the
bond shall pay the Authority the amount specified in the bond and other related expenses.

G.1.2. Scheme of Service

A corporate Scheme of Service shall be maintained to guide in the development of staff and to aid in succession
planning.

G.1.3. Conferences

Employees who attend conferences as representatives of the Authority shall be provided an economy fare.

G.1.4. Study Leave with Pay

Employees on an off-the-job training course shall, during the period of absence on such course, be deemed to be
on study leave and the Authority may pay such employees full salary and appropriate allowances less statutory
and other deductions. Such employees shall have their employment rights, including leave, seniority and
retirement benefits reserved.

Ghanaian Employees:

1. Employees, who proceed on study leave on approved courses overseas sponsored by the Authority, shall be
provided an economy fare.

2. An employee who is on an approved course of study or duty abroad may be granted fifty percent of the cost
of an economy return passage to attend, under casual leave conditions, the funeral or subsequent ceremonies
of an immediate relation, i.e. spouse, child, father or mother.

G.1.5. Tuition and Examination Fees

The Authority may pay the cost of all prescribed fees for any training course based on the recommendation of the
Department Heads and approval of the Branch Head as delegated by the Chief Executive.

G.1.6. Books

Page 109
The Authority shall bear the cost of all prescribed books for any approved course.

G.1.7. Local Programmes

1. The Authority shall be responsible for the residential fees of an employee on an approved training course,
plus full salary.

2. Where employees and such a course cannot stay in residence and have to spend nights away from their
normal place of residence, payment of our-of loacation allowance should be made in accordance with the
prevailing rates.

3. Employees who do not necessarily have to stay away from their work location while attending an approved
course shall be reimbursed actual expenses for lunch or be paid a standard day trip allowance.

G.1.8. Training administration with Oracle Learning Management

Oracle Learning Management is designed to support all education models by providing a single unified learning
delivery system to the extended enterprise of employees, customers, and partners. Oracle Learning Management
provides:

 Full management of learning-related workforce competencies.

 Structured learning paths, helping monitor performance and develop the careers of VRA workforce.

 Management of a unified catalog in one central location, combining self-paced and classroom-
based training into one catalog.

Oracle Learning Management provides training administrators with a common, reusable framework for describing
learning objectives. For each course and learning path, administrators define what competencies the staff attains
from successfully completing the training.

Learning paths enable employees to manage their progress toward a learning objective larger than that defined
by a single course. A learning path groups specific courses targeting your learning community, helping to focus
your training investment on the critical jobs.

Page 110
G.1.9. Learning Management KFF Structures

The following structures are to be configured for training purposes.

Equipment KFF:

The proposed Equipment KFF Structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Name Whiteboard
Segment 2 Brand N/A
Segment 3 Sr No VRA-0393
Segment 4 Model N/A
Segment 5 Make Seions
Segment 7 Date Purchased 12-SEP-08

Computer KFF:

The proposed Computer KFF Structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Name Toshiba
Segment 2 Sr No TSO-290U4JJF0-39
Segment 3 Type of OS Microsoft Vista Business
Segment 4 RAM 3GB
Segment 5 Hard Disk Size 250GB
Segment 7 Processor Speed 2.1 GHz

Trainer KFF:

The proposed Trainer KFF Structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Name Blessing, Johnson
Segment 2 Expertise 60 Characters
Segment 3 Qualifications 60 Characters
Segment 4 Yrs of Experience 4 Characters
Segment 5 Type External

Venue KFF:

The proposed Venue KFF Structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Name Conference Room
Segment 2 Center Heritage
Segment 3 Capacity 20
Segment 4 Facilities Available Whiteboard, table, chairs, AC

Transport KFF:

Page 111
 The proposed Equipment KFF Structure for VRA is as follows:

Segment # Segment Name Example

Segment 1 Transport Type Bus
Segment 2 Capacity 25
Segment 3 Purpose Local

G.1.10. Catalog Overview

The catalog is the application's primary administrative structure, a nested hierarchy that enables you
and your learners to browse all available courses, or to drill down to detailed class descriptions. From
here you create and maintain all your catalog objects: categories, courses, offerings, classes, and
sessions. From the catalog, you can also create and maintain other objects that are not a part of the
nested hierarchy such as learning paths, and learning certifications.

The catalog provides an interface for administrators to manage the setup and delivery of learning. The
catalog model relies on five catalog objects:

 Categories organize the catalog so that staff and administrators can find what they're looking for.
A category can hold courses, learning paths, or other categories.
 Courses define subject matter, intended audience and instructional objectives.
 Offerings define the delivery mode, language of a course, budgeted cost. Offerings are typically
“Self-study” course, or an “Classroom based” course.
 Classes are enrollable instances of offerings, based on a schedule, supplier of the class and
resources . For example, a classroom based offering might need several different venues at
different times.
 Sessions are subdivisions of classes. To help you create a detailed agenda for a class, you can
break it down into shorter sessions, specifying the location and schedule of each session.

Page 112
G.1.11. Flowchart: Creating a Catalog object

The following flowchart illustrates the process for creating a catalog object.

Start

Process: Creating a Administrator Enter Optionally Enter Start Click

Catalog Logs in and name of enter a date of apply
clicks the category description of the button
catalog link the category category
and click
appy End
G.1.12. Flowchart: Creating a Course End of Process

The following flowchart illustrates the process for creating a course within a catalog.

Start

Process: Creating a Administrator Enter the Optionally enter the Enter the
course Logs in and name of the course code, sponsor of the
selects the course description, intended course (defaults
catalog where audience, keywords to VRA)
the course is to and objectives.
be created

Enter the course Optionally select Specify whether updates to a learner's competency profile occur
administrator the success automatically. You can use the inherited setting or override it for
criterion this catalog object.

Click End
apply
End of Process
button

Page 113
G.1.13. Flowchart: Creating an offering for a course

The following flowchart illustrates the process for creating a offering within a course.

Start

Process: Creating Administrator Logs Select create Select the delivery

a course offering in and selects offering mode – either
course to create classroom or self-
an offering for learning

Click the Optionally Optionally enter

continue enter the the supplier of
button duration e.g. the course
10 days

Enter the name of the

offering
Optionally Click
enter the apply
budgeted button
cost
Enter the Start date

Optionally enter
the Offering
Enter the End date
Administraton End

End of Process

Page 114
G.1.14. Group courses into Learning Paths and Certifications

Learning paths help to monitor performance and develop the careers of your workforce. Learning paths
group courses into meaningful sequences, and can include completion targets to indicate to subscribers
the dates by which they should complete the learning path. Learning path types come from three
sources:

 Catalog learning paths, created by a learning administrator, appear in the learner catalog
and enable multiple learners to follow a path.

 Manager learning paths enable managers to specify courses of study for their employees,
either directly or as a result of another Human Resources activity such as a performance appraisal.

 Learner learning paths, created by learners to set their own goals, define a plan to achieve
them, and measure their progress along the way.

Learning Certifications offer learners the opportunity to subscribe to and complete one-time and
renewable certifications, including regulatory certifications such as compliance training and professional
development certifications such as Oracle DBA. Unlike learning paths, certifications can include
renewals and enforced due dates. Administrators can choose from a wide variety of options to
designate how long a certification lasts, whether and when a learner can renew, and when the
application sends notifications.

G.1.15. Creating Learning Paths

Start

Process: Creating Enter the completion

learning paths target for the learning
path as suggested number
of days requried for
completion (from date of
subscription)
Enter the number of days
the system should send
notifications before target
completion date

Administrator
Logs in and
selects category Enter the Start Date as the
where the date on which the learning
learning path is path becomes available to
to be created staff

Select
Click apply and
Learning Path
add details button
and click Go

Optionally enter the End

description, objectives,
End of Process
keywords, purpose

Page 115
G.1.16. Creating sections and components for learning paths

Start

Process: Creating Select components

sections for learning link and click add
paths

Search the course

Select the learning that will make up
path the learning path
and click add to
secion

Click manage
sections
Specify the
completion target in
days

Enter the name of

the section

Specify the when the

reminder notification
should be delivered

For the completion requirement

– select either All component
mandatory or one or more
mandatory
Yes
Add more courses?

No

Click return to
catalog

End

End of Process

Page 116
G.1.17. Competencies and prerequisites

You can deliver course competencies at a specific proficiency level through classes your enterprise (or
an outside supplier) provides. You can then update staff personal competency profile after they have
successfully gained the competency. You can also set competency prerequisites, competencies learners
must or should achieve before they can enroll in a class under a specified course.

G.1.18. Associating learner competencies with courses

Start

Process: Linking Query and add the Enter the proficieny

Learner competency to be level to be attained
competencies with attained e.g. MS Office and e.g. Advanced
courses

Click
apply
Administrator Click the Click the add button
Logs in and Learner button to add a
selects course to competencies new competency
update link
End

End of Process

G.1.19. Associating course prerequisites with courses

Start

Process: Linking Administrator Click the Under course prerequisite,

course prerequisites Logs in and prerequisites click the add button to
with courses selects course to link associate a prerequisite
update course

Query and add Select the Click

the course that prerequisite type apply End
must or should either advisory button End of Process
complete before or mandatory
enrolling

Page 117
G.1.20. Resources

Resources are facilities, people, or equipment that you require to run any educational or learning
programs. Managing the learning needs of employees includes tasks such as scheduling and managing
classroom and instructor resources. To manage resources effectively, you can also:

 Add resources to an offering to create a resource checklist

 Book resources for a class

 Block-book resources

 Update and delete resources

Page 118
G.1.21. Flowchart: Creating Resources

The following flowchart illustrates the process for creating resoruces.

Start

Process: Creating Administrator Logs Selects

in and selects create Selects the
resources
course to create resource type resoruce
an offering for

Equipment Trainer Venue Select the End Date

the resources is ceases
to be available from

Enter the name, quantity, Query the name of Enter the name of
descrption the person and the venue
add

Enter the supplier of the resource

Optionally enter the location, reference, address, booking instructions

Click apply

Optionally enter the cost (currency, price and units) of the resource

End

Select the Start Date the resources is available from End of Process

Page 119
G.1.22. Flowchart: Booking a resource for classes

The following flowchart illustrates the process for booking resources.

Start

Process: Booking Administrator Logs Selects book

in and clicks the resource Selects the
a resource
resources link type resoruce

Equipment Trainer Venue

Click the Go button

Date booked and Booked

by default to the current
Query and Select the Class name
date and the person
logged in

Enter the resource booking dates and times

Optionally enter the

Select the booking status delivery details i.e. contact
and telephone if applicable Click apply

Enter the name of the resource

End

End of Process

Page 120
G.1.23. Enrollment

Oracle Learning Management (OLM) enables administrators to manage and track all enrollments in
classes listed in the catalog. You control enrollment through a combination of learner access, self-
enrollment permission, and approval options. You can also track successful attendance, maintain
learning histories, and set up automatic updates to a learner's competency profile.

Learners can enroll in classes from Learner Self-Service. Administrators can then track and adjust
enrollments, filling waiting lists and notifying enrollees as needed.

The multiple enrollment pages enable administrators and telesales representatives to enroll or
subscribe multiple learners into classes, learning paths, and learning certifications at one time.

G.1.24. Track and Manage Enrollments

Administrators can enroll and subscribe one or multiple learners in classes, learning paths, and learning
certifications. They control enrollment through a combination of learner access, self-enrollment
permission, and approval options. You can also track successful attendance, maintain learning
histories, and set up automatic updates to a learner's competency profile. Search capabilities enable
you to place the right learners into the right classes.

Using class and enrollment statuses, you can control enrollments in a class throughout its life cycle. For
example, you can create a Planned class to monitor learner interest and investigate resource
availability. You might then enter enrollments with the status Requested as learners express an
interest in the class and you can update their status to Waitlisted when the learners confirm their
interest. You can update the class status to Normal when you have sufficient Waitlisted enrollments to
meet the minimum numbers required to run the class, automatically taking Placed enrollments from
the waiting list.

G.1.25. Class enrollment statuses

OLM provides four predefined class statuses. These statuses reflect typical stages in the class life cycle:

1. Create a new class with the status Planned.

2. Update the class status to Normal when you have sufficient interest to meet the minimum
numbers required to run the class.

3. The application automatically sets the class status to Full when learners have filled all the class
places.

4. When you are ready to prevent any new enrollments, you can update the class status to Closed.
Once you Close (or Cancel) a class, you cannot enter enrollments of any kind.)

Page 121
G.1.26. Employee enrollment statuses

The application provides five predefined enrollment statuses:

1. Requested: Learner expresses interest but this hasn’t been approved or confirmed.

2. Waitlisted: Interest approved/confirmed, but place not yet available. (Class is planned or
full).

3. Placed: Enrollment occupies place in class.

4. Attended: Enrollment occupies place in class.

5. Cancelled: Employee has been unenrolled in the class.

Page 122
G.1.27. Flowchart: Employees self enrollment in classes (overseas, in-house or local external courses) – name, staff no etc is
captured for person wishing to attend course is automatically provided.

The following flowchart illustrates the process for self service enrollment for employees into available courses. It is recommended
that employee self service enabled enrollments – subject to approval – is enforced to empower employees, provide better services
while relieving HR/HOD’s from initiating.

Start

Process: Click Browse or Supervisor

Employee learning search for
enrolling in a home link the class
class

Approval action

Warning Click
message for Any enabled Mandatory Submits
Yes mandatory Yes prerequisites
prerequisite Enroll
not prerequities? button completed?
Head of
completed Department
No
No

Enroll
button
disabled

Enter the enrollment justification Employee notified

Click yes to e.g. mandatory requirements for of approved
proceed job, optional but highly enrollment
Click the
recommended for job, wish list review
button

End

End of Process

Page 123
G.1.28. Flowchart: HR/Department heads Adding bulk enrollments to classes (Local, Overseas courses)

The following flowchart illustrates the process for adding bulk enrollments to classes.

Start

Process: Additng Add the desired No Submit selected staff

bulk enrollments employee Add more staff?
of batch for
to classes approval (HOD/HR/
CEO)
Yes

Query/search for
the employee to Approval action
Administrator Logs add
in and clicks the
Training link Bulk
Submits
Query/search for
Bulk Single the employee to
enrollment add HR
or single?

Selects
Learner link
Select enrollment status, e.g.
currently placed in class

Employee notified
of approved
Searches for Optionally enter
enrollment
the class justification reason,
priority, department

End

End of Process

Page 124
G.1.29. Flowchart: Updating enrollment status

The following flowchart illustrates the process for updating enrollments for employees.

Start Attended

Process: Updating
enrollment status Enrollment
status
Change from
Waitlisted or Placed to
Attended

Waitlisted Placed Cancelled

Click the Attendance tab

Enter the attendance result

Change from Change from Change from
Requested to Requested or Waitlisted or
Waitlisted Waitlisted to Placed to
Placed Cancelled If applicable enter the failure
reason

Tick the “Successfully

attended” box if applicable

Employee notified of
competency profile Click apply
updated

End

End of Process

Page 125
G.1.30. Ownership

The HR department in liasion with department heads are responsible for Training and career development.

Page 126
H.1 Other Self Service Transactions and End Employment Processes

H.1. Other Self Service Transactions and End Employment Processes

Process: Business Area: Date:

Monthly End Employment Processes Termination/Separation 10 June 2008
Control Number: Design VRA: Process Owner:
H.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

This section covers the self service transactions initiated by Human Resource department and
managers/supervisors/directors. The second part of this seciton covers termination procedures and
processes.

H.1.1. Disciplinary Procedures

Minor Offence

Employee shall be asked by his supervisor in the presence of a Shop Steward to explain his conduct
verbally;

(a) If the Supervisor decides that the employee has exculpated himself, no further action will be
taken.

(b) If the Supervisor decides that the employee has not exculpated himself, he shall warn him
verbally. He shall decide to prepare in duplicate, a filing memo on the incident, which shall be
signed by all three present. One copy shall be forwarded to Head of Department and the second
copy shall be retained at the local level.

All other Penalties

(I) The Supervisor shall issue a query in writing to the employee requesting him to explain his
conduct.

(II) The date and the time by which the employee shall make an explanation shall be 3 – 7 days from
the date on which the employee receives the letter.

(III) On receipt of the explanation, the Supervisor shall forward the correspondence together with his
recommendations to the Divisional Head.

(IV) If it is an offence for which a written warning may be issued, the case shall be dealt with by the
Divisional Head as follows:-

(a) If the Divisional Head considers that the employee has exculpated himself he shall so inform
the employee in writing and no other action is required.

Page 127
 (b) If the Divisional Head considers that the employee has not exculpated himself, he shall issue
him with a written warning and forward copies of the correspondence together with a copy of
the written warning to his Head of Department. Copies of the written warning shall be
forwarded to the Director Human Resources or his representative and the Union.

(V) If it is an offence for which any penalty under Major Offences other than a written warning, but
excluding the penalty of Termination may be issued, the Divisional Head shall, if necessary
further investigate the incident and forward all the correspondence together with his
recommendations in duplicate to the Head of Department.

(VI) If the Head of Department decides that the employee has not exculpated him/herself, he/she
may carry out further investigations by forming a committee of enquiry with the Union
representative and upon satisfying himself on the guilt of the employee, decide on the
appropriate penalty.

Grievance Procedure

1. The employee shall with or without the Shop Steward, discuss his grievance with his immediate
supervisor who shall consider it and provide a settlement within 5 days.
2. If the employee is not satisfied with the settlement prescribed by his immediate
supervisor, he may state a case in writing to the head of his section or equivalent officer in his
department who shall within 5 days take a decision on the case and notify the employee. A copy of
the case stated and a copy of the decision taken shall be forwarded to the local Union.
3. If the employee is not satisfied with the decision of his Sectional Head or equivalent officer,
he may report the matter in writing to his Head of Department who shall within 7 days investigate
and communicate his decision to the employee with a copy to the local Union.
4. If the employee is not satisfied with the decision of the Head of Department he may refer
the matter to the Divisional Union representative who may take the matter up with the Chief
Executive for his decision.
5. In the event that the Divisional Union representative and the Chief Executive are unable to
arrive at a mutual settlement of the grievance, then the Divisional Union may refer the issue to the
National Union who may submit the matter to the Standing Negotiating Committee for settlement.
6. Should the Standing Negotiating Committee fail to come to agreement as to the final
settlement of the grievance then the matter may be referred to arbitration comprising not more than
three persons nominated by Management plus not more than three persons nominated by the
National union together with an independent Chairman mutually nominated by Management and the
National Union. The decision of the majority of arbitrators shall be final and binding on all parties
involved and in the event of an equality of votes and chairman shall have a casting and deciding vote.

Flowchart H.1.3 illustrates the general flow of the minor offenses. Note that most of the above
activities related to disciplinary procedures, particularly the “all othe penalties” involve a lot of human-
to-human activities that cannot be automated. However the end result of capturing the incident
(excluding termination) can be maintained in Oracle HR. Self service enabled forms would facilitate
forwarding the necessary information to HR.
The consultants will investigate the best way to implement the above scenario – either a single SSHR
transaction or transaction split up into several components.

The following self service transactions are stricly available for HR and are initiated by HR personnel and
where applicable CEO. Note that staff no and staff name is to be displayed for all below transactions.

Page 128
 Initiated by HR
1 Employment advice
2 Notice of action on interdiction

Page 129
H.1.2. Flowchart: Employment advice

The following flowchart illustrates the process for submitting an employment advice.

Start
HR staff Logs in HR
Process: Employment and clicks the Select the add
advice Employment button to
advice form enter a new
request
HR manually assigns to
assignment components to
employee
Approval action
Enters name The following fields are
of person to displayed automatically:
raise  Title Submits
employment  Number
advice for  Monthly basic pay Submit for
 Department approval
 Location Accounts
 Hire date
 Status
 Grade
 Step
Optionally
attach
supporting
document
Enters other Manually attach to payroll
remarks and attaches necessary
elements

Click Next button

to proceed to the Click Apply button
review page to confirm
End

End of Process

Page 130
H.1.3. Flowchart: Notice of action on interdiction, discharge or termination (Disciplinary actions)

The following flowchart illustrates the process for submitting a notice of action on interdiciton that is initiated by Corporate industrial
relations and staff compensation. The end action is to suspend the employee assignment so that the salary/benefits can put on hold.

Start
HR staff Logs in Supervisor
Process: Notice of and clicks the Select the add
action on interdiction/ Notice of action button to
discharge/termination form enter a new
request Approval action

Enters name The following fields Director HR Submits

of person to are displayed Submit for
raise action for automatically: approval
 Title
 Number

Enters reasons HR
for action

Optionally
attach HR ends employment for
Enters supporting discharge/termination/no pay
remarks document assignment For interdiction,
Certifies that
assignment status is changed to
salary/benefits
“interdiction”.
of the staff is
to be held Click Next button
to proceed to the Click Apply button
until further
review page to confirm
notice End

End of Process

Page 131
H.1.4. Self Service transactions initiated by Managers

The following transactions are available for managers only. Note that staff no and staff name is to be
displayed for all below transactions.

Initiated by Managers
1 Disciplinary Procedures – Minor offenses
2 Intra-departmental Transfer
3 Interdepartmental transfers
4 Change of rates slip
5 Project allowance
6 Recommendation for job evaluation
9 Acting Appointment
10 Extra Duty Appointment

Page 132
H.1.5. Flowchart: Disciplinary Procedure – Minor Offences

The following flowchart illustrates the disciplinary procedure for minor offence.

Start Head of
Manager logs in Select the add
Process: Disciplianry department
and clicks the button to
Procedure – Minor Minor Offenses enter a new
Offenses
request

Selects the name

The following fields Approval action
of the employee
are displayed
who commited
automatically based
the offense
on the selected
employee: Submit for Submits
Specify  Number approval
date of  Position
offense  Location
 Department HR

Optionally
Specifies HR creates a work
attach
the details incident for the
supporting
of the employee in Oracle HR
document
offense

Click Next button

Click Apply button End
to proceed to the
review page to confirm End of Process

Page 133
H.1.6. Flowchart: Intra-departmental Transfer

The following flowchart illustrates the intra-departmental transfer process.

Start Head of
Manager logs in Select the add
Process: Intra- department
and clicks the button to
departmental Intra- enter a new Approval action
Transfer departmental request
transfer form

Selects the Director HR Submits

The following fields
name of the
are displayed
employee to
automatically based
be transferred
on the selected
employee: Submit for Submits

Specify Specify destination  Number approval

effective Location/  Position
date of Department  Location
transfer  Department Supervisor

Optionally
Indicate whether Enters other remarks HR effects transfers in Core
attach
transfer is HR by changing assignment
supporting
temporary or components from effective
document
permannet date of transfer

Click Next button

Click Apply button End
to proceed to the
review page to confirm End of Process

Page 134
H.1.7. Flowchart: Interdepartmental Transfer

The following flowchart illustrates the interdepartmental transfer process.

Start
HOD logs in and Director HR
Select the add
Process: Intra- clicks the button to
departmental Interdepartmental enter a new
Transfer transfer form Approval action
request

Selects the Supervisor Submits

The following fields
name of the
are displayed
employee to
automatically based
be transferred
on the selected
employee: Submit for
Specify Specify destination  Number approval
effective Location/  Position Submits
date of Department  Location
transfer  Department

Optionally
Indicate whether Enters other remarks HR effects transfers in Core
attach
transfer is HR by changing assignment
supporting
temporary or components from effective
document
permannet date of transfer

Click Next button

to proceed to the Click Apply button End
review page to confirm
End of Process

Page 135
H.1.8. Flowchart: Change of Rate Slip

The following flowchart illustrates the process for submitting a change of rates slip

Start
HOD logs in and Director HR
Select the add
Process: Change of clicks the change button to
Rate slip of rate slip form enter a new
request

Selects the The following fields

name of the are displayed Approval action
employee automatically based
on the selected
employee:
Submit for
 Number
Specify From approval
Specify To  Position
position title position title  Location Submits

and grade and grade  Department

 Grade
 Step
 Existing HR effects
Specify salary changes in Core
Enter other Optionally
department/  New salary HR by changing
remarks attach
location assignment
supporting
components from
document
effective date

Click Next button

Specify Click Apply button End
to proceed to the
effective date to confirm
review page End of Process

Page 136
H.1.9. Flowchart: Project Allowance

The following flowchart illustrates the process for submitting a project allowance.

Start
HOD logs in and Director
Select the add
Process: Project clicks the project HR
button to
Allowance allowance form enter a new
request Approval action

Branch head Submits

Selects the The following fields

name of the are displayed
employee to automatically based Approval action
be transferred on the selected
employee: Submit for Submits
 Number approval Director HR
 Position
 Location
 Department
Approval action

Accounts Submits
Optionally
Enters other
attach
amount
supporting
document
Project allowance element
added to employees element
entries

Click Next button

to proceed to the Click Apply button
review page to confirm End

End of Process

Page 137
H.1.10. Flowchart: Recommendation for job evaluation

The following flowchart illustrates the process for submitting a recommendation for job evaluation to be used if there is a new job
that needs to be evaluated for the first time or a current job has changed and the job has been increased in complexity/there are a
greater variety of tasks.

Start Director HR
Select the add
Process: HOD logs in and clicks
button to
Recommendation for the recommendation
enter a new
job evaluation for job evaluation form
request

Selects Approval action

New job or current New Enter
position title
job has changed remarks
required
for new
Selects position
department Current Submit for
evaluation Submits
for position approval
Indicate what has
changed e.g. work
design, links with
Selects current supervisor, subordinate HR effects
grade for jobs changes in Core
Optionally HR by changing
position
attach assignment
supporting components from
Indicate what has document effective date
changed in the position
description

Click Next button to

Click Apply button End
proceed to the review
page to confirm End of Process

Page 138
H.1.11. Flowchart: Acting Appointment

The following flowchart illustrates the process for acting appointments initiated by the Manager

Start Head of
department
Process: Acting Manager Logs in and clicks
Allowance the Acting Appointment link Approval action
Appointment

Branch Head Submits

Selects the name of the
employee to be appointed in
an acting position

Approval action

The following fields

Selects the acting Submits
are displayed HR
position
automatically:

 Name
 Title HR effects transfers in Core
 Number HR by changing assignment
Enter the effective components from effective
 Location
from date date of transfer
 Current
Position

End
Enter the effective to Optionally attach End of Process
date supporting document

Submit for
approval

Page 139
H.1.12. Flowchart: Extra Duty Appointment

The following flowchart illustrates the process of a duty appointment initiated by the Manager

Head of
Start department
Process: Extra Duty Manager Logs in and clicks Approval action
Appointment the Duty Appointment link

Branch Head Submits

Selects the name of the
employee to perform
additional duties

Approval action

Enters the extra

duties to be The following fields
performed HR Submits
are displayed
automatically:

 Name
HR writes to
 Title
employee
 Number authorizing the
Enter the effective
 Location extra duty
from date
 Current
Position

End
Enter the effective to Optionally attach End of Process
date supporting document

Submit for
approval

Page 140
 VRA termination and end employment procedures are sumarized in the following sections.

H.1.9. Resignation
H.1.10. Termination of Appointment by VRA
H.1.11. Summary Dismissal
H.1.12. Redundancy
H.1.13. Retirement

H.1.11. Resignation

Permanent employees may resign from their appointment with the Authority by giving one month
notice in writing or paying to the Authority one month’s salary in lieu thereof:

Employees who resign from the service of the Authority after appropriate notice, shall where
appropriate receive the following:

(i) Salary up to the end of the period worked.

(ii) Cash payment for accrued or earned leave, or else the granting of such leave to concide
with the date of expiry of the termination notice

(iii) Benefits from the Staff Provident Fund in accordance with the laid down rules and
regulations.

(iv) Any other terminal award if qualified and entitled.

H.1.12. Termination of Appointment by VRA

The Authority may terminate the appointment of employees by giving the previous notice of one
month in writing or the equivalent payment of appropriate salary in lieu thereof.

Benefits
Except in case of serious misconduct or otherwise provided in the employment contract, employees
whose appointments are terminated by the Authority shall receive the following entitlements where
appropriate:

(i) Salary up to the end of the period worked.

(ii) Cash payment for accrued or earned leave, or else the granting of such leave to
conincide with the date of expiry of the termination notice.

(iii) Resonable moving expenses to place of hire.

(iv) Benefits from the Staff Provident Fund in accordance with the laid down rules and
regulations, if he is a member.

(v) Any other terminal award if qualified and entitled.

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H.1.13. Summary Dismissal

Employees may be summarily dismissed for commiting an offense.

Such leave of absence may be granted at the discretion of Management and would be dependent upon
the exingencies of the service which renders it undesirable in the interest of the Authority to continue
their employment. Such employees:

(i) Shall forfeit any vacation entitlement

(ii) May at the discretion of the board of trustees or an authority responsible for the
administration of any retirement plan, forfeit par or whole of the Authority’s
contributions.

H.1.14. Redundancy

In the event of redundancy, arising, employees affected shall be selected for discharge, taking into
consideration the length of service, efficiency, conduct and general record of the employee.

Redundant employees shall be given adequate notice of termination or payment in lieu of appropriate
notiice.

Redundant employees shall be eligible to receive the following entitlements:

(i) Severance pay for loss of employment.

(ii) Benefits under the Staff Provident Fund if the employee is a member of the fund.

(iii) Cash payment for any earned leave not taken.

(iv) Resonable moving expenses to the place of hire.

(v) Award under the other retirement scheme of the Authority to which the employee may
be entitled.

H.1.15. Retirement

Compulsory

The compulsory retirement age shall be sixty for both men and women. Employee will be advised of
their final leave and other entilements at least six months before the date of their retirement. For
purpose of salary and other benefits, the effective date of retirement shall be deemed to the last day
of the month in which the retirement occurs.

On reaching the compulsory retirement age, employees may be re-engaged on a term of terms of
contract depending upon the needs of the Authority, and so long as the employees can be fully and
usefully employed on work which they are capable of doing with reasonable effciency.

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 During such contract period employees shall not be eligible to contribute to the Staff Provident Fund,
Pension or other retirement award, nor shall their contract service count for any retirement benefits.

Voluntary

An employee may voluntariely retire from the service of the Authority on attaining the age of fiffy five
years by giving a minimum period of notice of one month.

Premature Retirement

Employees who have not reached the minimum retiring age, may on request, be allowed to retire from
the service of the Authority, as if they had attained the voluntary retiring age provided that they would
at the date of their application have been in the service of the Authority for a minimum of fifteen
years, and:

(i) They propose to take up a public appointment where their special qualification and
experience would contribute to the adminitration of the economy of the country.

(ii) They propose to take up farming.

(iii) They are elected traditional chief; or

(iv) For any other reason which the Authority might consider to be in the public interest,
provided, however, that they give the required minimum period of notice of one month
and the Authority accepts.

The Authority, however, may request an employee on reaching fifty-five with ten years service to
retire. The employee shall also be given due notice.

Retirement on medical grounds

Employees may be retired on medical grounds on the recommendation of a properly constituted

Medical Board.

There will be an email alert to inform HR and the employee, of retirement due in 12 months. Another
email alert will be configured to inform HR and the employee of retirement due in 6 months.

H.1.16. End employment process in Oracle HCM

If an employee is leaving your enterprise, you terminate them in the Terminate window. The ex-
employee's records remain in the application. You can reinstate, or rehire, the person to create a new
period of service.

Many Oracle Applications work with employees as of dates in the future. This means any future date
terminations you enter here are reflected, and the employee with the future dated termination are not
available in such cases.

The Final Process date is the last date on which you can process payments for a terminated employee,
in Oracle Payroll. To process unanticipated late payments or to make corrections, you can change the

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Final Process date, provided the new date does not conflict with other information held for the
employee.

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H.1.17. Flowchart: Voluntary retirement

The following flowchart illustrates the process for the an employee submitting a voluntary retirement.

Start Head of
Employee Logs Department
Process: Voluntary in and clicks the Select the add
retirement Voluntary button to
Approval action
retirement form enter a new
request
Director HR Submits

The following fields are Approval action

displayed automatically:
 Name Submits
 Title Branch Head
 Location
Enters
 Number Submit for
comments
 Department approval
 Monthly salary Approval action
 Hire date
 Age
 Years of service Director HR Submits

HR to effect voluntary
retirement by “future dating”
the retirement from the
projected retirement date

Optionally End
Click Apply button to Click Next button attach
confirm to proceed to the supporting End of Process
review page document

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H.1.18. Flowchart: Compulsury retirement

The following flowchart illustrates the process for the Director, Human Resources processinga compulsury retirement.

Start
Director, Human Director HR
Select the add
Process: Resources staff Logs in button to
Compulsury and clicks the enter a new
retirement Compulsury retirement Approval action
request
form

Enters name
HR effects Submits
of person to The following fields are
compulsory
raise a displayed automatically:
retirement
compulsory  Name
by ‘future
retirement for  Title
Submit for dating’ the
 Location
approval retirement
 Number
 Department
Enters  Monthly salary
comments  Hire date
Employee notified
 Age
 Years of service

Optionally
attach
supporting
Enters document
remarks

Click Next button End

to proceed to the Click Apply button
End of Process
review page to confirm

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 H.1.19. Flowchart: Clearance Certificate

The following flowchart illustrates the process for an submitting a clearance certificate. This retained amount is only released if the
ex-employee vacates the premises
Supervisor

Start Approval action

Area HR Logs in Select the add Submit
Process: Clearance and clicks the button to for
certificate clearance enter a new approval Head of Submits
certificate form request Department

Optionally
Approval action
The following fields are displayed attach
Select the name supporting
automatically:
of person to document
Submits
 Name HR
process a
 Title
clearance
 Location
certificate for Click Next
 Number
button to
 Department Approval action
proceed to the
Area HR Checks following boxes:  Termination date
review page
Housed by VRA, VRA assets from  Reason for termination
PFPSPS Submits
stores, Other VRA assets

Click Apply
button to
confirm
Automatic attachement of these Enters overpayment/under
elements/items: payment of salary/wages
Peronal account, House loans, Car loans,
car repair loan, Salary advance, Special
salary advance, Insurance, PFPS arrears, 30% retention is
Working advance, Furnishing loan Enters unearned/earned retained by the End
(Furniture & special furniture loan), Rent leave, Others PFPSPS on all ex-
employees housed End of Process
advance, Bank loan, Credit union loan,
Sundry, education loan (child education, by VRA (checkbox)
self development), others (entered
manually)

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 Director HR
H.1.20. Flowchart: Retirement on medical grounds Approval
action
The following flowchart illustrates the process for retirement on medical grounds.
Director Submits
health
Start services
HOD Logs in and Select the add
Process: Retirement clicks the button to Approval
on medical grounds Retirement on enter a new
action
Submit Director HR
medical grounds request for Submits
form approval

Approval
action
Enters name The following fields are displayed Branch
of person to automatically: Head
Submits
process a  Name Optionally
retirement for  Title attach
 Location supporting Approval
 Number document action
Director HR
 Department Submits
 Monthly salary
Enters Authority’s
 Hire date
Property, Premises
 Age Click Next Approval
vacated on, Stores
 Years of service button to action
proceed to
Submits
the review HOD
page
Enters Peronal account, Enters overpayment/under
House loans, Car loans, payment of salary/wages Approval
Salary advance, Special HR effects action
salary advance, Insurance, termination
by “future Submits
PFPS arrears, Working
Enters unearned/earned Click Apply dating” the
advance, Furniture loan, retirement
leave, PFPS, Gratuity plan, button to
Rent advance, Bank loan,
annual pension, lump sum confirm
Credit union loan, Library, Employee End
Sundry notified
End of Process

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H.1.21. Flowchart: Discharge (Death)

The following flowchart illustrates the process for supervisors submitting a discharge (death).

Start
Supervisor Logs Select the add Manager
Process: Discharge in and clicks the button to
(death) Discharge form enter a new
request Approval action

HOD Submits

Enters name
of person to The following fields are
raise displayed automatically:
employment  Name Approval action
advice for  Title
Submit for Submits
 Location
approval Director HR
 Number
 Department
 Monthly salary
Enters reasons
 Hire date
for action Approval action

Optionally
Enters attach
remarks supporting HR to effect
document discharge by Submits

terminating
employee

Click Next button

to proceed to the Click Apply button
review page to confirm
End

End of Process

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H.1.22. Flowchart: Contract Gratuity

The following flowchart illustrates the process for HR submitting a contract gratuity computation request. Minimum 12 months to be
eligible for gratuity. There will be an email alert triggered to inform HR of employees contract which are due to end within the next
one month.

Start
HR officer Logs Select the add Accounts
Process: Contract in and clicks the button to
gratuity Contract gratuity enter a new
form request Approval action

Submit for
approval Audit Submits

Select name of
person to raise The following fields are
contract displayed automatically:
gratuity for  Name Approval action
 DOB
 Title Submits
Optionally Director HR
 Staff ID attach
Display period of (amounts up
 Department supporting
any previous to 2,000)
 Location document
contract start date
& end date Approval action

Enter Reason for claim

Display current period Click Apply button
of contract start date to confirm
& end date Deputy Chief
Submits
Checkbox for contract Executive
renewal (amount up
Display Period of Click Next button
to 2,000)
absence from date and to proceed to the
to date review page

End
Enter Rate of gratuity Display Salary history
(& of salary) period (annual salary) End of Process

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H.1.23. Ownership

The HR department and Accounts are re responsible for End of employment procedures and other self service
transactions.

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I.1 Management Information Systems and Audit Requirements

I.1. Summary of Scoped MIS and Audit requirements

Process: Business Area: Date:

MIS/Audi MIS/Audit 30 Oct 2009
Control Number: Design VRA: Process Owner:
H.1 VESL HR Consultants HR Department
Librarian: Priority (H, M, L): Core? (Y/N)
Project Library High Yes

This section lists and summarizes the requirements stated from the scoping exercise from MIS and Audit
perspective touching on issues pertaining to security, configuration, payroll and the HRMS suite in general.

I.1.1. Security Security and MIS

1. MIS is the owner of security access and any requests for new menus/responsibilities should be passed
through the MIS department for necessary action. This will be discussed with HR since the sysadmin function
is currently handled by an IT person in the HR department.

2. Security Matrix should be defined as to who is required to access what. It is understood that this needs to be
done by all stakeholders, as MIS alone is not in a position to determine levels of access for users.

3. Cutoff date to be set in the system to restrict user to make any changes to data. This is a requirement from
payroll.

4. It was noted that an Audit trail report on the user was required to know what changes were made to the data
especially after the payroll has been processed.

I.1.2. Configuration of components

1. Discoverer needs to be configured and Audit staff trained in its use.

2. Data Loader/WEB ADI needs to be configured.

3. Notification/ Alert to users when payroll is run by paymaster.

I.1.3. Audit, additional reporting and other requirements/issues

1. All reports prefixed with “VRA” are custom reports which need to be checked from performance point of view
as well as data verification.

2. It has been noted that a through review of current access level must be performed by VESL consultants.

3. Registration of new reports training, specially the date parameters.

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4. Employee Pay-slip format for some employees is not printed well and results in some of the elements
overlapping each other on the report.

5. Function systems administration training is required.

6. Training on defining value set with its functionalities.

7. Application dashboard shows concurrent manager is down.

8. Refreshing the database on backup server is required.

Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Impact

Date Date

1
2
3
4

Closed Issues

ID Issue Resolution Responsibility Target Impact

Date Date

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