EmpowerHR QUALIFICATIONS

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1 EmpowerHR QUALIFICATIONS Written and Distributed by Payroll Services Human Resources Version 1.0 Last updated 20/10/2011

2 DOCUMENT CONTROL SHEET Contact for Enquiries and Proposed Changes If you have any questions regarding this document contact: Name: Carey Edge Title: Payroll Team Leader Phone: (08) Fax: (08) Located at: \\Cedata\hru\HRUInternal\HR Manuals\Payroll Services Manual\Classifications and Positions\Qualifications Web address of this document: Revision History Revision Date Name Description of Revisions Nov-09 Sarah Robinson Updated in line with new look and feel process associated with version Apr-11 Sarah Robinson Updated in line with version 10 functionality Oct-11 Sarah Robinson Updated in line with version 10.3a functionality 2

3 INDEX DOCUMENT CONTROL SHEET... 2 OVERVIEW... 4 Entering Qualification Data... 5 Amending Qualification Data Deleting a Qualification Record Viewing Qualification Data ATTACHMENT A ATTACHMENT B

4 OVERVIEW The collection of qualifications data in Empower assists the university with staff profiling and other corporate and external reporting requirements. The qualifications data is viewed and entered through the Skills and Competency profile functionality. The following information will assist you to enter and view this data. Qualifications data will also be incorporated into the reporting function provided through UniSAinfo, the web based management information system. 4

5 Entering Qualification Data To enter qualifications for an employee, go to Tasks > Employees > Skill and Competency Profile > Qualification: The following screen will appear: 5

6 Enter the employee ID and click on find now. The following screen will be displayed: Click on the icon or select File > New. The following screen will appear: 6

7 EMPLOYEE Enter the employee ID number or use the look-up window. Tab. QUAL CODE Click on the look-up window. A table of qualification codes will be displayed. Highlight and double click on the correct qualification code. Tab. The following table provides additional information to assist you with your selection of qualification code: CODE SHORT DESCRIPTION LONG DESCRIPTION DETYA DEFINITION 4 character 10 characters 60 characters control table 0100 Higher PhD Higher Doctorate Very rarely used. A doctorate conferred by an institution as a result of a lifetimes research work PhD Rch Research Doctorate (PhD) Two thirds or more by research 0300 PhD Cwk Coursework Doctorate (PhD) Two thirds or more by coursework 0400 MastersRch Masters by Research 0500 MastersCwk Masters by Coursework 0600 Postgrad Other Postgraduate award (Grad Dip, Postgrad Dip, Graduate Certificate) 0700 BachHons Bachelor Honours 0710 Bachelor Bachelor 0711 Bachelor2 Second Bachelor Degree 0800 Diploma Other Undergraduate (Advanced Diploma, Diploma, Associate Degree etc) 0801 Diploma2 Second Diploma 0900 Certificate Certificate 1000 Other Other non-award qualification 9999 Misc Miscellaneous 2 nd and subsequent qualifications of the same level (example: three Bachelor Degrees) for the same person will be recorded as: 0710 Bachelor BA Bachelor of Arts 0711 Bachelor2 BBus Bachelor of Business Tab over this field. DURATION No information required. FROM DATE If entering a degree in progress please enter the commencement date if known. If entering a completed degree do not enter any date. Tab. 7

8 TO DATE If entering a degree in progress please enter the expected completion date if known. If entering a completed degree do not enter any date. Tab. *Note: It is important to check progress of qualifications and this data in Empower as an expected completion date will be required. Enter date in this field as and press Tab. For example: you may want to run a report in January each year to contact those employees whose qualification has an expected completion date occurring in the previous year to check if the degree has now been completed. Tab over this field. PROFICIENCY No information required. LOCATION Enter the institution at which the course is being taken or the qualification was conferred e.g. Monash University. Please enter the institution name in full do not abbreviate. Convention is usually to write University of Adelaide rather than Adelaide University. Tab. COMMENTS It is important that the specific qualification details are entered correctly in this field as the data will be used for reporting purposes in both myunisa and BI Reporting. This is a text field of up to 100 characters. Please enter the full abbreviation of the qualification first. A list of these is provided as Attachment A (e.g. Bachelor of Applied Science is entered as BAppSc). Do not use any full stops. The list is not conclusive. If the abbreviation of the qualification being entered is known - use it. The employee themselves may know the abbreviation for the qualification, alternatively the internet site of the awarding institution may provide the approved abbreviation. Do not make one up, if all else fails then enter the type of qualification Bachelor, Diploma, Certificate, GradDip etc. You must then press the SPACE 6 times (e.g. ) and then enter the full name of the qualification in upper and lower case (e.g. Bachelor of Arts, Master of Arts, Doctor of Philosophy, Graduate Diploma of Education). Please refer to the listing provided as Attachment A (e.g. Bachelor of Applied Science). It is not necessary to add whether the qualification was achieved via Coursework or Research in the description as this can be obtained via the code. Tab over this field. Tab over this field. Tab over this field. QUAL FIELD CODE No information required. QUAL LEVEL No information required. COST No information required. STATUS Enter a c (Completed) if qualification is completed or i (Incomplete) if the qualification is in progress. 8

9 STATUS DATE Enter the date the qualification was conferred. If the year is known (but not the day and month) select the 31 st December of that year. Your screen should look similar to this: Click on Save. 9

10 Amending Qualification Data To amend qualification data, go to Tasks > Employees > Skill and Competency Profile > Qualification The following screen will appear: Enter the employee ID and click on find now. The following screen will be displayed: Highlight and double click on the employee qualification line to be amended. The following screen appears: 10

11 The system will allow you to amend all details except the Qual Code. If this data is entered incorrectly you must delete the record and re-enter correctly. Make the required changes and click on Save. 11

12 Deleting a Qualification Record To delete an incorrect qualification record, go to Tasks > Employees > Skill and Competency Profile > Qualification The following screen will appear: Enter the employee ID and click on find now. The following screen will be displayed: 12

13 Highlight the record that you wish to delete. Then click on the icon or select File > Delete. The record will display. Click on Save. The following confirmation will then display: Click on OK. The record will then be deleted. 13

14 Viewing Qualification Data You are able to view qualifications data either through EmpowerHR or UniSAinfo. To do this in EmpowerHR, go to Tasks > Employees > Skill and Competency Profile > Qualification The following screen will appear: Enter the employee ID and click on find now. The following screen will be displayed: 14

15 To view the complete record, highlight the record and double click. However, if you wanted to search on all Phd s with an incomplete status, enter the following details in the Advanced Search screen: The following search results will be displayed: 15

16 ATTACHMENT A SHORT DESCRIPTION LONG DESCRIPTION 10 Characters 60 Characters BAppSc BArch BA BBldg BBus BCom BEc BEd BE LLB BMgmt BMath BMus BNur BPharm BSc BSocSc BSocWk Cert CertEd DipAppSc DipEd DipT PhD GradCert GradDipA GradDipBus GradDipEd GradDip MAppSc MA MBA MEd ME MHlthSc MLib MNurs MPsych MSc MSocA MSocSc RN Bachelor of Applied Science Bachelor of Architecture Bachelor of Arts Bachelor of Building Bachelor of Business Bachelor of Commerce Bachelor of Economics Bachelor of Education Bachelor of Engineering Bachelor of Law Bachelor of Management Bachelor of Mathematics Bachelor of Music Bachelor of Nursing Bachelor of Pharmacy Bachelor of Science Bachelor of Social Sciences Bachelor of Social Work Certificate Certificate of Education/Teaching Diploma of Applied Science Diploma of Education Diploma of Teaching Doctor of Philosophy Graduate Certificate Graduate Diploma of Arts Graduate Diploma of Business Graduate Diploma of Education Graduate Diploma Other Master of Applied Science Master of Arts Master of Business Administration Master of Education Master of Engineering Master of Health Sciences Master of Librarianship Master of Nursing Master of Psychology Master of Science Master of Social Admin Master of Social Sciences Registered Nurse 16

17 UNIVERSITY OF SOUTH AUSTRALIA - QUALIFICATION PROFORMA PERSONAL DETAILS Name Position Title School/Unit/Institute ATTACHMENT B QUALIFICATION DETAILS Use a separate form for each qualification. Full Name of Qualification eg Bachelor of Business Official Abbreviation of Qualification eg BBus Institution Award Conferred eg Queensland University of Technology Date Conferred (If Completed) / / Date Commenced (If In Progress) / / Estimated Completion Date / / The qualification type below are categorised according to Detya requirements. Please circle the description appropriate to your qualification in accordance with Australian equivalency standards. 1. Higher Doctorate Doctorate by Research Doctorate by Coursework Masters by Research Masters by Coursework Other Postgraduate award (Graduate Diploma, Postgraduate Diploma, Graduate 0600 Certificate etc) 7. Bachelor Honours Bachelor Other Undergraduate (Advanced Diploma, Diploma, Associate Degree etc) Certificate Other non-award qualification Miscellaneous