Employee Cost Management

OUM

RD.011 FUTURE PROCESS MODEL Employee Cost Management

Author: Timestamp

Creation Date: January 24, 2014

Last Updated: May 16, 2014

Document Ref: RD-011-03

Version: 9

Approvals:

The Commission

RD.011 Future Process Model

Employee Cost Management File Ref: RD-011-03 FUTURE PROCESS MODEL - EMPLOYEE COST MANAGEMENT V9

Doc Ref: RD-011-03 Error! Reference source not found.

Document Control ii

1 DOCUMENT CONTROL

1.1 Change Record 3

Date Author Version Change Reference

24-JAN-2014 João Margalho 1 No Previous Document

13-Fev-2014 João Margalho 2 Review with meeting findings from MDA

19-Fev-2014 João Margalho 3 Review with meeting findings from MDA

03-Mar-2014 João Margalho 4 Review with meeting findings from PSC



29-04-2014 João Margalho 7 Review with findings by Mr. Edmond Macheli after a meeting held between the PSC and OHCS with LGSS

16-05-2014 José Carvalho 8 Requested change to section 2 – Introduction

11-06-2014 Joana Gonçalves 9 Review Actors Catalog

1.2 Reviewers

Name Position

Mr. Kwesi Ohemeng-Agyei PSC HRMIS Project Manager

Mr. Peter Lartey PSC Functional Lead

Mr. Frederick Eshun Acootey PSC Functional Team

Mrs. Zakiya Salih PSC Functional Team

Mr. Edmond Macheli PSC Quality Assurance




Document Control iii

Contents

1 Document Control ...................................................................................................... ii 1.1 Change Record ............................................................................................................ ii 1.2 Reviewers ..................................................................................................................... ii

2 Introduction ................................................................................................................. 4

3 Abbreviations and Acronyms ................................................................................... 5

3.1 Organizational .............................................................................................................. 5

4 Employee Cost Management Event Catalog ........................................................... 6

5 Employee Cost Management Actors Catalog .......................................................... 7

6 Employee Cost Management Process Catalog ....................................................... 8

7 Employee Cost Management Process description ................................................. 9 7.1 Symbol notation .......................................................................................................... 10 7.2 HR.CM.101 – Budget Creation by Headcount ........................................................... 12 7.3 HR.CM.102 – Budget Creation by Value.................................................................... 13 7.4 HR.CM.103 Change Budget Version ......................................................................... 15 7.5 HR.CM.104 Create New Budget From Scratch ......................................................... 16 7.6 HR.CM.105 Calculate Budget Value Based on Grade By Headcount ....................... 17 7.7 HR.CM.105A New Cost Calculation ........................................................................... 18 7.8 HR.CM.106 What-if Establishment Changes ............................................................. 19 7.9 HR.CM.107 What-if New Establishment .................................................................... 20 7.10 HR.CM.108 What-if Grade Changes .......................................................................... 21 7.11 HR.CM.109 Monitor Actuals Vs. Budget .................................................................... 22

8 References ................................................................................................................ 23

9 Glossary .................................................................................................................... 24

10 Open and Closed Issues .......................................................................................... 25

10.1 Open Issues ............................................................................................................... 25 10.2 Closed Issues ............................................................................................................. 25




Introduction 4 of 25

2 INTRODUCTION

This document is developed to present the Future Process Model for the Ghana Human Resources Management Information System (HRMIS).

This document describes the Event Catalog, the Actors Catalog and the Process Catalog for the following HR key business area:

Employee Cost Management

Employee Cost Management refers to creation and maintenance of HR budget and what-if Scenarios.

This document describes all the steps that are performed to create and modify budget as well as what-if analysis used to simulate new or changes in establishment configurations.

Two other similar documents cover the other HR key business areas:

RD-011-01 FUTURE PROCESS MODEL – EMPLOYEE PROFILE MANAGEMENT

RD-011-02 FUTURE PROCESS MODEL – ESTABLISHMENT MANAGEMENT

All the documents share the same structure:

The event catalog section lists all the triggering events that drive each business area.

The actors catalog section lists all organizations / organizational roles that respond directly to a business event or that have to perform an activity as part of the business process that is triggered by the event. Activities may be manual, performed in the system or an approval.

The process catalog section lists all the processes that are executed in response to the events.

The process description section has dedicated sub-sections where each process is described with a process flow chart and process step description table.

Special thanks go to the under-mentioned individuals and institutions who participated in one way or the other to the development of this document:

Dr. Lawrence A. Kannae Mr. Mike K. Gabah Mrs. Janet A. Fofie Mr. Kwesi Ohemeng-Agyei Mr. Edmond Macheli Mr. Prince Ansah The Establishment Management Team of Public Services Commission The Ghana Education Service, Ghana Health Service, Ghana Police Service, Ghana Prisons Service, Ghana

Statistical Service, Local Government Services Secretariat, Ministry of Food and Agriculture, Office of the Head of Civil Service and the Public Services Commission for helping to refine the business processes, which has resulted in the production of the final document.




Abbreviations and Acronyms 5 of 25

3 ABBREVIATIONS AND ACRONYMS

3.1 Organizational

Term Definition or Synonym

BPMN Business Process Modeling Notation

CAGD Controller and Accountant General’s Department

CM Employee Cost Management

EV Event

GES Ghana Education Service

GHS Ghana Health Service

GPoS Ghana Police Service

GPrS Ghana Prisons Service

GSS Ghana Statistical Service

HR Human Resources

HRMIS Human Resource Management Information System

HRPD Human Resources Policy Division of PSC

LGSS Local Government Service Secretariat

MDAs Ministries, Departments and Agencies

MMDAs Metropolitan, Municipal and District Assemblies

MoF Ministry of Finance

OUM Oracle Unified Methodology

PSC Public Services Commission

RD Requirements Definition

RFP Request for Proposal




Employee Cost Management Event Catalog 6 of 25

4 EMPLOYEE COST MANAGEMENT EVENT CATALOG

The event catalog section lists all the triggering events that drive each business area.

Event ID Event Name Event Description Event Frequency

EV.EC.101 Need for Proposal Budget by Headcount

Every year in Jun there is a need of start preparing the Budget for the next year.

Annual

EV.EC.102 Need for Proposal Budget by Cost To prepare the next year Budget after the headcount there is a need to cost the budget

Annual

EV.EC.103 Need to Change Budget To make changes or create new Budgets versions When needed

EV.EC.104 Need to create new Budget from scratch

To create an entire new version from the beginning When needed

EV.EC.105 Need to perform costing calculations To perform the calculations needed to cost the Budget

When needed

EV.EC.106 Need to simulate Budget if Establishment changes

To simulate the cost of changes in the Establishment

When needed

EV.EC.107 Need to simulate new Establishment Budget

To simulate situations where a new Establishment is needed

When needed

EV.EC.108 Need to simulate Budget changes on Grades

To simulate impact of Grade Changes When needed

EV.EC.109 Check for Budget vs Actual Deviations

To compare Actual with Budgeted Monthly + June (MoF)




Employee Cost Management Actors Catalog 7 of 25

5 EMPLOYEE COST MANAGEMENT ACTORS CATALOG

The actors catalog section lists all organizations and organizational roles that respond directly to a business event or that have to perform an activity as part of the business process triggered by an event. Activities may be manual or performed in the system.

Organization Organizational Role Description

MDA Secretary of commission Approver for Proposal Budget

MDA Appointing Authority Approver for budget items like recruitment, promotions, restructure and retirement

MDA Head of F&A/HR Power users to the system

MoF Minister of Finance Approve and define budget celling

Parliament Special Parliamentary budgetary committee hearing Clarify budget details

Parliament Parliament (Approve Budget)




Employee Cost Management Process Catalog 8 of 25

6 EMPLOYEE COST MANAGEMENT PROCESS CATALOG

The process catalog section lists all the processes that are executed in response to the events.

Process ID Process Name Event ID Process Description RFP Requirements Process Result

HR.CM.101 Budget Creation by headcount

EV.EC.101 Create budget just for headcount purposes

Budget By headcount

HR.CM.102 Budget Creation by Value

EV.EC.102 Create Budget from headcount Budget and perform costing by grades

Compliant with RFP (Request number 97 and 105)

Create budget by Value

HR.CM.103 Change Budget Version

EV.EC.103 Change a version of the Budget,

Change version of Budget

HR.CM.104 Create New Budget From Scratch

EV.EC.104 Create a new Budget from a new Establishment

New Establishment Budget

HR.CM.105 Calculate Budget Value Based on Grade By Headcount

EV.EC.105 Using the Headcount Budget performs the calculation to obtain total values for each Grade (used as Sub process of Create Budget by Value)

Valuated Budget Version

HR.CM.105A New Cost Calculation EV.EC.105 New calculations based on actual values in the system including vacancies

Valuated Budget Version

HR.CM.106 What-if Establishment Changes

EV.EC.106 Simulates cost of changes to be made in the Establishment

Compliant with RFP (Request number 101 and 119)

Simulation Report

HR.CM.107 What-if New Establishment

EV.EC.107 Simulates an entire new structure (New Establishment)

Compliant with RFP (Request number101 and 119)

Simulation Report

HR.CM.108 What-if Grade Changes

EV.EC.108 Simulates Changes of Grade Values

Simulation Report

HR.CM.109 Monitor Actuals Vs. Budget

EV.EC.109 Run Report to compare with the real values coming from payroll

Compliant with RFP (Request number 119)

Report comparing values from the budget against Payroll




Employee Cost Management Process description 9 of 25

7 EMPLOYEE COST MANAGEMENT PROCESS DESCRIPTION

The process description section describes all the processes listed in the previous process catalog section.

All the following Business Processes Diagrams follow the standard Business Process Modeling Notation (BPMN), a graphical notation conceived to describe the logical flow of activities of a business process.

Using BPMN, all Business Process Diagrams are modelled in a unified and standardized way, using a series of standard BPMN symbols. Please note that not all the BPMN standard symbols were used, in order to facilitate business process understanding across a broad target audience with different backgrounds.





7.1 Symbol notation

Symbol Name Meaning

Start Events

Process Start Indicates the event that triggers the start of the process.

Intermediate Events

Message (sent) Send Message.

Message (received) Receive Message.

End Events

Process End Indicates that the process has reached its end.

Activities

User Activity User Activity performed in the system.

Manual Activity User Manual Activity, performed outside the system.

Automatic Activity Activity performed by the system without direct user intervention.

Activity that outputs a message Represents sending a message or information.

Activity that receives a message Represents receiving a message or information.

Sub-Process Compound activity, representing a series of activities with a logical sequence, usually defined in another diagram as an independent process, referred here as a sub-process.





Symbol Name Meaning

Gateways

Exclusive (decision point)

Represents a decision point with at least two outgoing flows; only one is followed, (usually) depending on a true/false or ok/not ok condition. When used to merge, it waits for one active incoming flow to complete before continuing.

Parallel (split / merge flow)

Used to split the flow into outgoing parallel flows or to merge multiple incoming parallel flows. When used to split, all outgoing flows are activated simultaneously. When used to merge, it waits for all incoming flows to complete before continuing.

Artefacts

Data object Represents input or output information for a given activity. Example:

provide or receive relevant documents (input), request report (output).

Data Store Refers to information stored in the system. Example: Prior version of

budget.

Swim Lanes

Pool Used to group all process activities performed in a given functional area

or organization (example: MDA / MMDA).

Lane Used to group all process activities performed by a specific role or process actor (examples: HR Officer, Head of HR).

Connecting Objects

Sequence Flow Used to dictate the execution order of process activities.

Association Used to associate informational artefacts with activities or events.

Message Flow Used to show the flow of information or messages between two different functional areas or organizations (process pools).





7.2 HR.CM.101 – Budget Creation by Headcount

Step ID Step Description Result

110 Get Actual Establishment by Headcount

120 Recruitment

130 Restructure and retirement

135 Promotions

140 Create new Budget version Budget by Headcount





7.3 HR.CM.102 – Budget Creation by Value


100 Request new yearly budget to MDA

105 Receive solicitation and Start creating new year Budget

110 HR.CM.101 Budget Creation by headcount

120 HR.CM.105 Calculate Budget Value Based on Grade By Headcount

130 Approve Proposal Budget

140 Submit Final Budget proposal From MDA to MoF

Budget Proposal From MDA to MoF

150 Present proposed budget to MoF

160 Present budget to MoF (Technical hearing)

170 MoF Communicates the final celling to MDA and Sends to reprioritize

Final ceiling communication to MDA

180 Reprioritize

190 HR.CM.103 Change Budget Version Final Budget (New Version with Changes)

200 Resubmit to MoF

210 MoF receives the final budget

220 Special parliamentary budgetary committee hearing Budget Appropriation






230 Appropriation by parliament

240 Final Budget version Appropriated by Parliament Budget For the Next Year





7.4 HR.CM.103 Change Budget Version


110 Get last Version of Budget

120 Recruitment


135 Promotions

140 Create new Budget version New Budget Version





7.5 HR.CM.104 Create New Budget From Scratch


110 Request Establishment

120 Create or Modify Establishment

130 Send New establishment to MDA

140 Generate Headcount Budget from Establishment

150 Recruitment


165 Promotions

170 Create new Budget Version New Budget





7.6 HR.CM.105 Calculate Budget Value Based on Grade By Headcount


110 Sum of job title by grade (Headcount) Headcount of Job Title By Grade

120 Calculate the gross average salary based on first 6 month of the current year Average Salary By Grade

130 Job Headcount Multiply by Gross average Salary ( x 12) Annual Gross Average Value By Job Grade

(NOTE: Based on system positions, the system will calculate the budget value more accurately)





7.7 HR.CM.105A New Cost Calculation


110 Get Vacancies and multiply by MAX Value of grade Vacancies with max value of grade

120 Calculate the SUM of actual gross salary for each grade Sum of gross Salary By Grade

130 Join activity 110 and 120 and SUM by Job title (Grade) Gross Salary Value with vacancies By Job Grade

140 Multiply by 12 for annual Budget Annual Budget by Grade





7.8 HR.CM.106 What-if Establishment Changes


110 Search for organization

120 Get Existing headcount

130 Change or create new Job/Grades

140 Change headcount numbers

150 Perform Calculations

160 Generate Report Simulation Report for Establishment Changes





7.9 HR.CM.107 What-if New Establishment


110 Add new Job/Grades

120 Insert headcount numbers by Job/Grade


140 Generate Report Simulation Report for new Establishment





7.10 HR.CM.108 What-if Grade Changes


110 Search for organization

120 Get Existing headcount

130 Change Grade Values


150 Generate Report Simulation Report for Grade Changes





7.11 HR.CM.109 Monitor Actuals Vs. Budget


110 Choose Budget Version

120 Run report Budget Report




References 23 of 25

8 REFERENCES

Human Resource Management Policy Framework and Manual for the Ghana Public Services - Public Services Commission - July 2013

Human Resource Operational Manual for Metropolitan, Municipal & District Assemblies - Local Government Service Secretariat - October 2013

Payroll Procedure Manual - Controller and Accountant General’s Department - September 2013

Policy and Guidelines on Appointments - Human Resources Development Directorate - Ghana Health Service - 2007

Employee Handbook - Human Resources Development Directorate - Ghana Health Service - 2007

Human Resource Policies and Procedures Manual - Ghana Statistical Service – 2013




Glossary 24 of 25

9 GLOSSARY

Catalog: A list or itemized display, of processes, events or actors including descriptive information or illustrations.

Organizations: Are working structures of a Business Group like: Ministry; Department; Division; Headquarters Department; Business Unit; Management Unit; Regional Headquarters; etc.




Open and Closed Issues 25 of 25

10 OPEN AND CLOSED ISSUES

10.1 Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

10.2 Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

Employee Cost Management

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