PSIber Group (Pty) Ltd

Blueprint Summary

The Vacancy Blueprint will illustrates the process that needs to be followed to create and publish vacancies for available positions within the organisation.

The process starting point is when a Job Requisition has been completed for a specific vacancy by either the Line Manager or an HR Representative.  The Line Manager/ HR Representative should then draft the advertisement based on the Job Requisition specifications. Once completed, the Job Requisition and Advertisement should both be submitted to the HR Department for approval if not generated by the HR Department themselves.

The HR Department should drive the approvals process based on the approvals framework. If the advertisement is rejected for any reason, the Line Manager/ HR Representative should be notified and presented with the opportunity to make any required adjustments.

Once the advertisement has been approved, the Line Manager/ HR Representative should receive an Approval Notice. The Line Manager/ HR Representative may then proceed to publish the advertisement. 

Process flow



Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

  • HR Department
  • Line Manager
  • HR Representative
  • HR Department
  • Job Requisition
  • Advertisement
  • Job Requisitions (Valid for six months, storage for one year).
  • Approved Advertisements (storage for one year).
  • All Documents to be stored on electronic mediums.

Reporting Requirements

Audit Requirements

Notifications

Reminders

  • Not Applicable
  • Ensure that the Approvals Process is followed as per Approvals Framework.
  • Notification to the responsible Line Manager/ HR Representative that the advertisement has been approved/ rejected.
  • Formal reminders to fast track track the approvals process. This can either be done via e-mail or set up in the applicable system.

Transparency & Communication

Knowledge & Skills

System

Workflows

  • Communication required between Line Manager/ HR Representative and HR Department.
  • Internal Training on HR Processes and completion of documentation to relevant stakeholders.
  • Any E-Recruitment System applicable to the Division
  • As per Blueprint Process Flow
  • As per Workflows set up in PSIber 2.0
  • Where workflows are automated within any system, Divisions should ensure that this aligns with any applicable Approvals Framework in place.

Legislation & Governance

Templates, Forms, Guides and Work Instructions

  • Recruitment Policy
  • Employment Equity Plan
  • Position Management Register
  • Remuneration Benchmarking Guide
  • Approvals Framework
  • POPI Act
  • Employment Equity Act
  • Template – Job Requisition
  • Template – Advertisement Layout
  • PSIber Report - Retrenchments
  • Template – Approvals Framework


THE Process

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Job Requisition
  • Drafted Advertisement
  • Recruitment Policy
  • Employment Equity Plan
  • Position Management Register
  • Remuneration Benchmarking Guide
  • Retrenchment Report

Outputs are all of the desired Outcomes when the Process has been completed successfully.

  • Approved Advertisement Notification
  • Published Advertisement

Tasks are the Step-by-Step Actions to be taken to complete the Process.

The Line Manager/ HR Representative needs to complete a Job Requisition Form and ensure it is signed off by the required signatories as stipulated in the document template Template – Job Requisition.

All Job Requisitions are valid for six months from the date of approval and should be stored by the HR department for a minimum of one year.

Once the Job Requisition form has been completed and approved, an advertisement needs to be drafted by the Line Manager/ HR Representative, as per the specifications in the Job Requisition and Template – Advertisement Layout.

Once completed, the Job Requisition and Advertisement should both be submitted to the HR Department for approval.

The HR Department should drive the approvals process based on the requirements as set out in the Approvals Framework.

Refer to the input requirements of this document for the minimum factors to be considered during the approvals process.

The parties responsible for the Approvals process, as identified in the Approvals Framework, should ensure that both the Job Requisition and Advertisement are aligned with the above items.

 

 

Advertisement Rejection
If it is found during the approvals process that the advertisement does not align with the requirements as set out above, the advertisement should then be rejected, and the Line Manager/ HR Representative should be notified accordingly.

The Line Manager/ HR Representative should then be presented with the opportunity to make any required adjustments.

 

Advertisement Approval
Once the advertisement has been approved, the Line Manager/ HR Representative should receive an Approval Notice. There is no required standard format for the Approval Notice and can, therefore, be done via e-mail. Preference is that this step be driven by the applicable E-Recruit System in Place.

The Line Manager/ HR Representative may then proceed to publish the advertisement.

Records of all approved advertisements should be stored electronically by the HR Department for a minimum of 1 year.

 

Advertisement Publishing 

 

 

Advertising Drives
The following list displays the order in which advertising drives should take place. The order is not mandatory, but it is advised by Best Practice. In some cases, advertising drives may run concurrently:

  • Employees who have been retrenched due to operational requirements
  • Internal – Division
  • Internal to the rest of the Group
  • External

Employees who have been retrenched due to operational requirements

All advertisements will automatically be available to retrenched employees as per the Retrenchment Report as it is published on the E-Recruitment Platform which is linked to the External Careers Websites of each Division.

 

Internal – Division
Internal – Divisional advertisements are published on the E-Recruitment Platform as well as on the company notice boards or any internal electronic mediums (i.e. Intranet, SharePoint, E-mails – whichever is practical within the environment). It is the responsibility of the Line Manager/ HR Representative to publish advertisements and to ensure sufficient awareness is created for all employees.

All Internal – Divisional advertisements are to be published for a minimum of 5 working days.

 

Internal Adverts extended to the Group
Internal – Group advertisements should be published on the E-Recruitment Platform. This ensures that there is sufficient visibility across all divisions for available opportunities.

All Internal Adverts extended to the Group internal advertisements are to be published for a minimum of 5 working days.

 

External Drives
External advertisements should be published on the relevant Job Portals linked to the E-Recruitment Platforms.

Please note that an auto – reject clause is mandatory for all advertisements on External Drives. The auto-reject must be triggered if no feedback was submitted fourteen business days after the closing date of the advertisement.

 

Employment Agencies and Temporary Employment Services (TES)
The use of Employment Agencies and Labour Brokers are discouraged. Where and when required, the HR Department will facilitate this process.

 

End Process

 

  • Revision Number 02
  • Created by: Maartin van der Schyff
  • Approved by: Zene Olivier
  • Date: 01/07/2018