North West Department of Education
HR Process and SA-SAMS System Training
June 2014
Agenda
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Welcome
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Project background
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Current scenario
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Process change highlights
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Improved processed in detail
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Your role
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Closing
NWDoE Manage Attendance, Leave and Termination Process Training
Welcome
The session today will cover HR process changes and the training on the SAMS Reality
Check Tool
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Feel free to ask questions
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Kindly switch cellphones off or put them on silent
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Before you leave today:
Please sign the
register and complete
the training
evaluation form
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Facilities
NWDoE Manage Attendance, Leave and Termination Process Training
Project Background
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Project background
The North West Department of Education (NWDoE) has redesigned three HR
processes which will be implemented your first day back at the office after training.
Context
• The Leave and Termination processes where
highlighted by the Auditor General as
opportunities for improvement
• Process inefficiencies have led to the redesign
of the Attendance, Leave and Termination
processes particularly at school level
• The Department has designed an HR system
that will support the roll out of the process in
Schools, Circuits and Districts
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NWDoE Manage Attendance, Leave and Termination Process Training
What is the process review project about?
The goal of this project is to improve data collection through the implementation of the
HR system that will enable standardised HR processes to be followed.
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“As-is” process analysis
Mapped “To-be” process
Training
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Pilot monitoring
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3
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Pilot implementation
NWDoE Manage Attendance, Leave and Termination Process Training
Current Scenario
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Overview of current environment
Manage Attendance, Manage Employee Leave and Manage Employee Termination Processes
Current pain points
• Reliance on manual paper based processes
• Lack of a consolidated view of attendance
records, employee leave credit and termination
records
• Time delays in processing forms especially for
rural schools
• Lack of integration with existing systems at a
district level
• Poor reporting and statistic capability
• Difficulty in tracking the processes
• Lack of clarity on day-to-day processes
• Incomplete and incorrect information is identified
late in the process
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Actions to address pain points
• Single and standardised processes Attendance,
Leave and Termination processes to be
implemented
• The processes has been automated to allow for a
decrease in processing time of forms
• Forms can be printed from the system which
decreases human error
• Improve data collection from schools
• Drive integration with existing systems to obtain
visibility of information on and regular correct
updates through the reporting system
• System to store information centrally that
accessed through the reporting system with logon
credentials
• System to function on work flows and turnaround
times to ensure that right people receive
information on time
NWDoE Manage Attendance, Leave and Termination Process Training
Process change highlights
The following changes have been incorporated into the to-be process maps
Process
Process change highlights
Manage Attendance
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Manage Employee Leave
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Single process for all leave categories
Leave forms printed from a system
Leave credit visible at school level
Upload of leave forms to inform processors of expected leave application
volumes particularly at district level
Manage Employee
Terminations
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Single process for all termination categories
Termination form printed from system
Terminations initiated by an employee, information is captured at a school
level by Principal
Circuit Manager needs to receive physical termination documents and
endorse termination of system to initiate salary freezing
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Attendance registers are uploaded daily by 12:00pm at schools
Attendance is integrated with leave process for accurate leave data
consolidation
Circuit Managers to receive message alerts to view attendance reports
every Friday at 15:00pm
NWDoE Manage Attendance, Leave and Termination Process Training
Process change highlights
The technology information flow that will support the execution of the processes above
SA-SAMS
Primary system at a
school used for
capturing employee
data
SA-SAMS Reality
Check Tool
Supporting tool to be
implemented that will
extract and upload
employee data
Used by schools to collect and process information
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SA-SAMS Database
Back end data
warehouse where
uploads from the tool
are maintained
Reporting System
Accessible to management
to draw reports on
employee, leave,
termination and attendance
Used by management to
view data collected from
schools
NWDoE Manage Attendance, Leave and Termination Process Training
Manage Attendance
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Information flow for the Attendance Process
School level activities
Start
Educator
• Signs attendance
register daily
Administration Assistant
• Logs onto SA-SAMS
and capture attendance
• Save daily attendance
Principal
• Logs onto SA-SAMS
Reality Check tool
• Reviews and accepts
attendance
• Uploads attendance
record onto reporting
system
• Accesses internet and
uploads attendance
records onto reporting
system
• Educator attendance needs to
be recorded daily on SASAMS and the SAMS Reality
Check Tool whether there is
internet connectivity or not
• When a public holiday falls on
a Friday uploads must be
done the day before
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Online schools, Principal
uploads daily attendance
record onto reporting
system daily by
12:00pm
Offline schools , AA to
access the internet off
site and then do the
upload every Friday by
12:00 pm
Circuit and
District Office
NWDoE Manage Attendance, Leave and Termination Process Training
Information flow for the Attendance Process
Circuit and District Office activities
Start
SCHOOL
• Daily attendance
uploaded from SASAMS Reality Check
Tool every Friday by
12:00pm
CIRCUIT OFFICE
Circuit Manager
• Logs onto reporting system
every Friday at 15:00pm
• Draws attendance records
and leave reports
• Initiates corrective action
where necessary
• When a public holiday falls on
a Friday the Circuit Manager
should log onto the reporting
system the day before
• Circuit manager is able to take
corrective action against
excessive absenteeism
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NWDoE Manage Attendance, Leave and Termination Process Training
Attendance being captured on SA-SAMS
Attendance is captured in the normal SA-SAMS system
Access weekly
Educator
Attendance Button
Select period and
press ‘Go’
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NWDoE Manage Attendance, Leave and Termination Process Training
Attendance being captured on SA-SAMS
Educators are
marked absent
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NWDoE Manage Attendance, Leave and Termination Process Training
Manage Employee Leave
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Information flow for the Leave Process
School level activities
Start
Educator
• Writes leave request letter as
proof of application
• Provides supporting
documents based on leave
type
• Request view of leave credit
• Submits documents to
Administration Assistant
Administration Assistant
• View Educator leave credit on
SAMS Reality Check Tool
• Receives leave request and
captures on SA-SAMS
• Informs Principal of captured
leave request
• Receives signed leave forms
and makes photocopies
• Accesses internet and uploads
leave information onto reporting
system
• Sends physical forms to Circuit
Manager
• Leave control sheet requires signatures
and tracks the number of leave forms
issued by a school
• When a public holiday falls on a Friday
uploads must be done the day before
• After uploads are done Circuits and
Districts can view leave forms that are yet
to be processed
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Offline schools AA to
access the internet off
site and then do the
upload every Friday by
12:00 pm
Principal
• Logs onto SA-SAMS Reality
Check tool
• Checks for available leave credit
• Provides leave recommendation
and prints barcoded leave form
and leave control sheet
• Uploads leave information onto
reporting system
• 1 day turnaround time to
provide leave recommendation
Circuit and
District Office
Online schools Principal
uploads leave records
onto reporting system
on the day that
recommendation is
provided
NWDoE Manage Attendance, Leave and Termination Process Training
Information flow for the Leave Process
Circuit and District Office activities
Start
SCHOOL
• Electronic leave request
uploaded
• Physical leave forms
with supporting
documents sent to
Circuit Office with a
leave control sheet
• Circuit Manager to sign leave control
sheet when receiving the leave forms,
will be able to view leave requests for
schools in his/her Circuit
• Districts are able to plan how they will
process leave volumes as they can see
leave requested from the reporting
system
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CIRCUIT OFFICE
Circuit Manager
• Receives alert to view leave
records
• Logs onto reporting system every
Friday at 15:00pm
• Receives physical leave forms
from schools for endorsement
• Informs Principal if leave
application is denied
• Send leave forms and control
sheet to District Office
DISTRICT OFFICE
• Leave forms received at registry
and leave form barcodes scanned
onto reporting system
• Employee leave files submitted to
HR Assistants
• HR Assistants capture leave on
PERSAL
NWDoE Manage Attendance, Leave and Termination Process Training
Leave credit on Reality Check
Leave credits can
be viewed on SASAMS without logon
credentials
Leave credits report
showing Educators
leave
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Capture Educator leave – SA SAMS
Leave record
captured
normally on SASAMS by
Administration
Assistant
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Save leave record for it to be accessible
in SAMS Reality Check Tool
Capture Leave on SAMS Reality Check
Principal logs on using
their credentials to enter
the Attendance, Leave
and Termination button
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NWDoE Manage Attendance, Leave and Termination Process Training
Capture Leave on SAMS Reality Check
Select period for
leave recorded
Select ‘Go’ to pull
leave records for
the selected period
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NWDoE Manage Attendance, Leave and Termination Process Training
Capture Leave on SAMS Reality Check
Principals recommends or does not
recommend leave
- the tick means the leave is
recommended while the box in blue
means the leave is not recommended
The leave records are then
saved before they can be
uploaded
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© 2014 Deloitte Touche Tohmatsu Limited
Capture Leave on SAMS Reality Check
Upload leave
record
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NWDoE Manage Attendance, Leave and Termination Process Training
Capture Leave on SAMS Reality Check
Leave form generated
with unique barcode
Select ‘Print Leave Form’
to generate the leave
form with the Educator
details
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NWDoE Manage Attendance, Leave and Termination Process Training
Capture Leave on SAMS Reality Check
The Leave Control Sheet button
is selected, then a period for the
control sheet is chosen for those
leave records to appear on the
control sheet
Leave form control sheet which
will have to be signed to account
for the number of leave forms
transported
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NWDoE Manage Attendance, Leave and Termination Process Training
Manage Employee
Terminations
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Information flow for the Terminations Process
School level activities
Start
Educator
• Initiate termination with a
notice
• Attach supporting documents if
required
• May consult with HR
• Submit notice to the to
Principal
• Sign termination form
• All terminations initiated at a school level
of District office require a notice
• The termination alert sent after
termination information is uploaded will
inform Circuit and District Offices of the
expected termination
• Any termination should be uploaded
within 5 days of being received
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Principal
• Receives termination notice
from Educator
• Logs onto SAMS Reality Check
Tool to capture termination
• Print and sign termination form
and termination control sheet
• Uploads termination application
to inform Circuit and District
Office
Administration Assistant
• Logs onto SA-SAMS Reality
Check tool
• Uploads termination information
• Makes copies of termination
notice and form printout from the
system
• Sends termination documents to
Circuit Office
Online schools Principal
uploads termination
information within 1 day
of receiving the notice
from the Educator
Circuit and
District Office
Offline schools AA to
access the internet off
site and upload the
termination within 5
days of it being
captured by the Principal
NWDoE Manage Attendance, Leave and Termination Process Training
Information flow for the Terminations Process
Circuit and District Office activities
Start
SCHOOL
• Terminations initiated
from all schools
available on reporting
system
• Termination forms are
sent to Circuit Office
first before salary freeze
is initiated
CIRCUIT OFFICE
Circuit Manager
• Receive notification of termination
and view termination information
on reporting system
• Receives physical termination
documents to endorse and sign
the documents first before
accessing the reporting system to
confirm the salary freeze
• Documents sent to District Office
after signing
• Salary freezing is initiated
when the alert is sent from
the Circuit Office to the
District Office
• HR Assistant access the
reporting system and views
the endorsed termination by
the Circuit Manager
• HR Manager will approve the
salary after it has been
captured on PERSAL
DISTRICT OFFICE
• Salary freeze can only be done once the
Circuit Manager has received physical
termination documents from a school
• Salary freeze notification by the Circuit
Manager should be sent within 10 days
of a termination notice being issued at a
school level
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• Termination forms are received at
Registry and put into employee
files
• Termination information is
captured onto PERSAL
• Educator file is audited
• Final payment calculations and
payments are made
NWDoE Manage Attendance, Leave and Termination Process Training
Capturing Terminations on SAMS Reality Check
Principal logs on using
their credentials to enter
the Attendance, Leave
and Termination button
The Principal views the
termination block to
select the terminating
Educator
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Save Termination
Upload Termination
© 2014 Deloitte Touche Tohmatsu Limited
Capturing Terminations on SAMS Reality Check
Terminating Educator is
selected
Save Termination
Upload Termination
A reason for termination
and an effective date are
also captured
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NWDoE Manage Attendance, Leave and Termination Process Training
Capturing Terminations on SAMS Reality Check
The record is saved first
and then uploaded so
that Circuits and Districts
can be informed about
the termination
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NWDoE Manage Attendance, Leave and Termination Process Training
Your role
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What support is available to you?
Tier
Tier
Tier
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1
2
3
Training manual
SAMS Administrator
• Know how to perform activities
on the system
• Know what are the turnaround
times that should be adhere to
Please do continue to follow
the normal HR channels if
there are queries regarding
HR practices like the required
forms, leave credits etc
• Contact numbers are available to you
• System difficulties, when you are not
able to perform transactions on the
system
Business Information System
(BIS)
• SAMS Administrators will contact
BIS if they are not able to resolve
the system issues
NWDoE Manage Attendance, Leave and Termination Process Training
How can you help us?
• We are piloting the new processes across the 4 Districts at more than 350
schools
• Please let us know what the challenges in you being able to conduct these
steps
• We want to realistic measure each of the turnaround times to receive the
data before we can implement the system in the remaining schools within
the North West
• Please expect a call or a visit from the Process Monitoring Team during the
pilot – we are not measuring your performance but rather how the process is
conducted.
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NWDoE Manage Attendance, Leave and Termination Process Training
Thank you
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NWDoE Manage Attendance, Leave and Termination Process Training