Categories

System Governance

Blueprints

System Governance

The KAP Group

Certain aspects of the System, as well as the Blueprints, are governed on Group Level with Group Level Policies & Procedures. It is mandatory for divisions to strictly abide by these policies & procedures. Where the Group governs certain aspects within a process, the Blueprints will provide an indication of this. Divisions are not allowed to have a policy in place that serves as a duplication of a Group Policy. Approval via the Group Approvals Framework needs to be obtained if any deviations are required.

It is also important to note that all Naming Conventions are governed on Group Level. Details on this are further explained in this document.

Divisions

The Roles and Responsibilities for each Division are as follows:

  • Divisions are responsible to Create, Implement and Monitor all internal policies. The onus lies with the Division to obtain, implement and comply with Group Governing Policies where applicable.
  • Divisions are responsible to ensure their own data integrity, storage & security of information. Divisions should also always be aligned with the Group Naming Conventions.
  • Divisions are responsible for managing their own users on the system. This is discussed in detail further in this document.
  • Divisions should also always ensure that there is an active SLA in place with LPS & PSIber where applicable.
  • Divisions are responsible to appoint a Jira Custodian that will be responsible for logging tickets and the Support Platform. In addition to this, Jira Custodians should be adequately trained on the Jira system by following the Jira User Guide.

LabourNet Payroll Solutions (LPS)

All Divisions are assigned to a dedicated LPS branch and consultants. This is done on a regional level as to ensure Divisions receive the best possible service with the fastest turnaround time. The role of the LPS consultants is to see all of the demands from Divisions on a day to day basis. Consultant act as the first communication line for Divisions which they will then interact with The KAP Group or PSIber if and when needed.

PSIber

PSIber will always remain the technology development hub within the system and will not assume a role whereby interaction takes place with Divisions on a day to day HR/ Payroll administration and processing. PSIber will always only act on instruction from The KAP Group or LPS Consultants. The various processes that Divisions should follow are further explained in this document.

As a Group Standard, it is mandatory for all users of the system to have a valid, signed, Non-disclosure agreement in place. This process is governed at Group level as certain situations allow users to access sensitive information across Divisions. Non-disclosure agreements ensure that users of the system will interact with the information in an ethical manner. A no-tolerance approach is adapted at Group level for any user that is in breach of any of the clauses within the Non-disclosure agreement.

  • System Access
    Users will only be granted access to the system once the Non-disclosure has been signed and witnessed by all applicable parties. The document must then be uploaded in the system as an attachment against the employee’s personal records.
  • Annual Review
    Non-disclosure agreements are valid for a period of 12 months from the date of signature. Once this period has lapsed, the user will have to sign a new agreement for the following 12 months.

    If a renewed Non-disclosure agreement is not in place after the agreement has expired, the user’s access to the system should be revoked immediately.

  • Obtaining of the Non-disclosure Agreement
    A copy of the Non-disclosure agreement should be obtained from:

Zene Olivier    
zene.olivier@unitrans.co.za                                      

Gerhard Brynard
 gerhard.brynard@kap.co.za

 It is imperative to always request a new copy as the terms and conditions of the agreement might change from time to time.

Various support channels are available for users of the System as well as the Blueprints. The following illustration displays the overall available Framework for the different support types. Each support type will be discussed individually as different approaches exist for the various elements.

General System Support for all HR & Payroll queries is available to the users of the system. Below is the process that needs to be followed:

  1. The Division/ User will e-mail the LPS Branch assigned to the Division with the query.
  2. The LPS Branch will resolve the query within boundaries of the active Service Level Agreement.

Divisions and Users of the system are allowed to submit any enhancement requests to the system. Below is the process that needs to be followed:

  1. The Division/ User will e-mail the LPS Branch assigned to the Division with the Enhancement Request.
  2. The LPS Branch will evaluate the request to determine if it is a legitimate enhancement request. It will also be determined if this is a generic or division-specific request.
  3. If deemed legitimate, the LPS Branch will submit the request to the Group for approval.
  4. Once approval has been obtained, the request will be submitted to PSIber for Development.

Divisions and Users of the system are allowed to submit any enhancement requests to the Blueprints as a general or it may be a request to deviate from the standards within the Blueprint. Below is the process that needs to be followed:

  1. The Division/ User will e-mail the LPS Branch assigned to the Division with the Blueprint Request.
  2. The LPS Branch will evaluate the request to determine if it is a legitimate enhancement request.
  3. If deemed legitimate, the LPS Branch will submit the request to the Group for approval.
  4. Once approval has been obtained, the request will be submitted to PSIber for the change in Blueprint.

The Group Reporting requirements demand that Divisions use a standard framework for Naming Conventions across the Group. This aids in the consolidation of information ensures data integrity and ultimately provide the platform for accurate & efficient Reporting.

To achieve this, the Group has partnered with various Third-Party Solution Providers to assist in the processing of this information. These Third-Party Solution Providers integrate and extract mass data from PSIber on set mediums and intervals.

It is therefore governed on Group Level that Divisions are strictly prohibited to create/ change a record/ entry in the system, that directly relates to a Naming Convention without following the Approvals Framework as illustrated below. This is also the only User Support Element whereby a single LPS Consultant is assigned to oversee requirements across the Group.

  1. The Division/ User will e-mail the assigned LPS Consultant with the Naming Convention Request.
  2. The LPS Branch will evaluate the request to determine if it is a legitimate request.
  3. If deemed legitimate, the LPS Branch will submit the request to the Group for approval.
  4. Once approval has been obtained, the request will be submitted to PSIber to update the Naming convention.

Divisions and Users of the system are allowed to submit any request if it is found there is a potential bug within the system.

  1. The Division/ User will e-mail the LPS Branch assigned to the Division with the details of the Bug.
  2. The LPS Branch will evaluate the request to determine if it is a legitimate bug in the system.
  3. If deemed legitimate, the request will be submitted to PSIber for development of a solution for the Bug.

Divisions and Users of the system are allowed to submit any request if it is found there is a potential problem with a report generated in the system.

  1. The Division/ User will e-mail the LPS Branch assigned to the Division with the details of the Report.
  2. The LPS Branch will evaluate the request to determine if it is a legitimate problem with the Report.
  3. If deemed legitimate, the request will be submitted to PSIber for development of a solution for the Report.