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Equity manual 1st Edition
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1. 120005 2 Equity UserMamar ss Softline VIP 2006 Softline VIP Softline Example All Employees per Occupational Category Employment Equity Numerical Goal All Employees Co 85 o HE ME E E RC E E EX RC E ER En E DC OC OC OC OC n AAA AA A A EEE OC OC OC EEE All Employees per Occupational Level Employment Equity Numerical Goal All Employees Co 85 CHILI TT TT eeepc EEE E E O E E E KI E Ey EEE EEE EEE E EA e EEE EEE E O EE Ce ese le ES 2 ao Employees are grouped according to Gender Male and Female and according to Race Group African Coloured Indian or White White Males and Foreign Nationals are grouped separately Non permanent employees are not split per Occupational Level or Occupational Category You have to populate the fields on these screens manually S Softline VIP EquityUserManual 42d Softline VIP 2006 Softline VIP Separate plans are required for employees with disabilities Example Disabled Employees per Occupational Category Employment Equity Numerical Goal All Employees Co 85 EE EE E E n n n n n nn EE EE DE EC ER EC EC OC OC EE EL EE EE EE OC EC OC CE E E BES a E EL E EE HC E E E OC OC EC EC OCR EE EE L L L n EEE EEE EE Ee EEE EEE E O E E EEE EEE O E E E S E BE Ee ee RC BAC NC ee x A LE RL E A FP PO Disabled Employees per Occupational Level Employment Equity Numerical Goa All Em
2. Softline VIP EquiyUserMamud 165 2006 Softline VIP EEA2 Section F Qualitative Assessment Equity Training This Report shows the number of employees who received Employment Equity training during the 12 month period ending on the selected date The information displayed in this Report is found on the Employee Equity History screens 85 Equity Demo Company EEA2 F QUALITATIVE ASSESSMENT R711 Printed on 30 08 2006 Equity training for the 12 months ending 30 09 2006 BE PSE SS E She o rta GR a Si Te la sh fk a RE e a SM AE la lolo ae Female White Male Foreign Nationals TOTAL African Coloured Indian African Coloured Indian White Male Female pee aa Weer MO DES aes tex Ghost OR oe A AA A ae 4 1 EEA2 Section G Numerical Goals The eight Numerical Plans e four Numerical Goal Plans and four Numerical Target Plans which were defined on the Numerical Goal and Target Entry screens will be printed when you select to print this Report namely e Numerical Goal Plan for all employees per Occupational Category e Numerical Goal Plan for employees with disabilities only per Occupational Category e Numerical Goal Plan for all employees per Occupational Level e Numerical Goal Plan for employees with disabilities only per Occupational Level e Numerical Target Plan for all employees per Occupational Category e Numerical Target Plan for employee
3. oo e column 1 i Equity User Manual 93 3 Softline VIP 2006 Softline VIP Fields in each Batch Layout column Entry The columns of the Batch are used to define which field is to be updated in the Batch The Entry field enables you to enter the relevant code of the Earning Deduction Calculation or in this case Special Field you require The Special Field for Equity is S18 Equity A list of all defined Earnings Deductions Calculation lines and Special Fields will be displayed DOB Add Tax Click on the Special Field for Term D10 Cel Ph i Employment Equity purposes AE LE taia i e S18 Equity Then click E12 Ann Bon E13 ReimTra ces on ox Select the applicable Employment Equity field to Update e g Job Function Province n E supatro Category Uccupational L yel Job Function 000 BquityUserManual cote VIP O 2006 Softline VIP 3 Softline VIP The S18 Equity option will be displayed in the Entry field qa e Options The selected option will be highlighted in the Options field e g Job Function EE Press lt Enter gt No Default Accept the Default Value No Default as shown above The rest of the fields on this screen e g Step Up Value Minimum Value Maximum Value and Override or Accumm will be completed automatically Premier or Classic User Manuals which you would have received when you purchased the G For a detailed discussion of each of these fiel
4. 85 Equity Demo Company EEA2 D DISCIPLINARY ACTIONS R711 Printed on 30 08 2006 For the 12 months ending 30 09 2006 an A A ao e a a PI LE se ane pt n n a n n ESS A E fa pe EISA T AP E EEE a L e aha a a A A nn A A A A AS ci ER Female White Male Foreign Nationals TOTAL African Coloured Indian African Coloured Indian white Male Female EEA2 Section E Skills Development This Report reflects the number of employees per Occupational Category who received Skills Development training during the 12 month period ending on the selected date The information displayed on this Report is found on the Employee Equity History screens 85 Equity Demo Company EEA2 E SKILLS DEVELOPMENT R711 Printed on 30 08 2006 Training for the 12 months ending 30 09 2006 PR ee oye See eee SS A A A E E Sey O Ny A alte O IS ay ye aa AS ap pet A E O All Employees Male Female White Male Foreign Nationals Occupational Category African Coloured Indian African Coloured Indian i Male Female Legislators senior officials and managers Professionals Technicians and associate professionals Clerks Service and sales workers Skilled agricultural and fishery workers Craft and related trades workers Plant machine operators and assemblers Elementary occupations Total Permanent Non permanent employees GRAND TOTAL A separate report is printed for people with disabilities
5. EMPLOYMENT Softline VIP E Q U ITY payroll solutions that work Copyright Notice Copyright 2006 by Softline VIP hereinafter referred to as VIP under the Copyright Law of the Republic of South Africa No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into a human or computer language in any form or by any means electronic mechanical magnetic optical chemical manual or otherwise without the express permission in writing of VIP Disclaimer Softline VIP makes no representation or warranties with respect to the contents hereof Further Softline VIP reserves the right to revise this publication and to make changes in the content hereof from time to time without obligation to notify any person or organisation of such revision or change The sole purpose of this User Manual is to provide the registered users of the VIP Employment Equity Module with adequate information on how to operate this Module The use of this document for any other use is prohibited Employment Equity for VIP Premier and VIP Classic 1 Edition September 2006 ISBN 0 9584993 6 5 Published by Softline VIP PO Box 38017 Garsfontein East Pretoria 0060 Trademarks Notice Windows is a trademark of Microsoft Corporation Softline VIP Employment Equity User Manual VIP Premier and VIP Classic 1 Edition Contents Chapter 1 Introduction Introduction ke ik aw ki jo l a n a a a
6. Recruitments per Occupational Level All employees appointed during the 12 month period are included in the Level to which they were appointed which may not necessarily be their current Level 85 Equity Demo Company EEA2 C WORKFORCE MOVEMENT Printed on 30 08 2006 Recruitments for the 12 months ending 30 09 2006 A ose AS oR eA ee eee ee ARS AID SS SS Y ER Ee ee ag er ee RE wes aa cay e EN O as SS Ne Yaa NO fede aN E ie All Employees White Male Foreign Nationals Occupational Level African Coloured Indian African Coloured Indian White Male Female Top management Senior management Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL A separate Report will be printed for people with disabilities 262 Bay User Man Softline VIP 2006 Softline VIP Promotions per Occupational Level Employees who were promoted during the 12 month period are shown in the Level to which the employees were promoted This Report counts the number of promotions and not the number of employees that were promoted If an employee is promoted twice during the year 2 promotions will be counted The inform
7. ccoocccnnccnoncnnoncnnncnnnncnnnnnnoncnnnnnrnnrornnrrrnnrrnnnrr nan rrenrrnnnrrrnrrrnnarnnnnnns 6 Core Operation FUNCION z t a an onn ki cadiz aa dia cli asia at teinte l ai 17 Current Morkrorce PLOT a id 125 Customised Employment Equity Reports ii ase nsaneeatoeaosensooononansonsonne 139 200 Equity User Manual 3 Softline VIP O 2006 Softline VIP D Department OF LA DOU fete ie a ads 15 Designated ER PI OYE Sida css a ki kt a Aci 15 Designated GNOU PS ki toi et iv kaa n ea ak ak ka A a 16 Disabled EM plOVCCS ramasse e at a a l a aa a A w AAA ok a a a a epa ab 17 DISCIDIIN SAY ACUON esa s ai aa ni a ak a a ae ka a a e a kt a a a a kk ak A e A kk 69 89 BISCFIMINATIONE SE e neye eee ka pwan m n ka vr ian e a e e bla e a ke Be ek a Past mi e OEE ke no ma kn ape ie ake be 15 Displaying Reports DON SCreen kw iv w dw ik tk tl kk e a a e e a e ates ea kf A Posen e Ok e a ek pk a Se 143 E EEAZ Employment Equity Report Si ta ti ok tk ta A n ak ra kk ko ak kk kk a kk n tk 153 EEA4 Employment Equity Report ee s vie a wi de kai kl tk ka a 168 EEA2 Section A Employer Details e ne e a m ea lk sxe ko lk ei a a n pe e m ti k a AD A 154 EEA2 Section Be Workforce Profle koi fwison EN nn DR 155 EEA2 Section C Workforce Movement tt kata aaa aa taa aa ae aaa aaa aetaaataaateatesateesteessosnostnosnnosooon 162 EEA2 Section D Disciplinary Action lepe kose a KAN sd book 165 EEA2 Section Es Skills Development ik ke a l kn da 165 EEA2 Section F Quali
8. 132 Equity User Manual colin VIP 2006 Softline VIP Softline VIP Reports Overview Printing Reports is the third fundamental area for the successful implementation development planning and monitoring of Employment Equity in your company using VIP s Employment Equity Module Employment Equity Module Company Parameters EE System screen Company Equity screen general Employee Input Employee Equity and Equity History screens Defining Numerical Goals and Targets etc B Reports Statutory EEA2 EEA4 and other parameters etc Employment Equity Reports After the Company Parameters have been defined and all Employee Input has been completed you can print the necessary Employment Equity Reports The Employment Equity Module is supplied to you with Standard Employment Equity Reports which can be used to print information from VIP which include the necessary Statutory Employment Equity Reports EEA2 and EEA4 as required by the Department of Labour The VIP System also provides for the creation of customised Reports to suit your company s needs Softline VIP EquiyUserMamud 133 2006 Softline VIP The Reports Menu Three Report Menus are available namely e Reports 1 100 e Reports 101 200 and e Reports 201 300 On the Reports 1 100 Menu all Standard Payroll Reports are found On the Reports 101 200 Menu all Standard Personnel History Reports are found If you are
9. 90 Relationship between Employment Equity and Skills Development 173 Release NUMDE Yi bin vit ri A A TT AS 40 ROMUNE FI EWO wi kow ok n akena kn tol e air dees di tb Aka gee Sead senate ke ea n b pab DAN kali pad etid 18 Reports MENU ss sn aa e a A ANE boven BS Da nettoie ak a 134 Restore OpDUONS A a ane e A RA e e e A kn 181 ROUNO A O NO 44 S Second En SONSON ax dane cache the a 41 SKIS Tran e a ates a e ki RE Ft e a e e a lb oye n Epa tens 69 90 SAN JE MPI OYE NS ki kai ica 27 Standard Employment Equity Repo Sinister a kk a a ka en ka a ko 135 145 SUD M A EPP A EE D ET 42 Submission DetallS w it jou ei ki a ki a nur kk e a a a n e a kk a n AS a n n e a fe nan 28 SUPPO FUNCOM ie aa s este a pe e e e a Si e a as et n fa Oo e e e nn e EAE pa ee ke ke de oka tete 17 SU BDO E TOUS rro ann eh n e ao n e n n a a a nen n ka ada 4 T ase ANY L OM e eben e e kat Car ae n e fm ne ser ede ba ven A e e to ke 110 FOOI DEBEN DURON S nein ka a ma O aa kaa mn da ka a a a Pe IE n a ok A a a tote oka a Ze 47 Total Annual FUN OUE Fo ane kn a n ice ii aka ki pe See 15 Training Course Detail screens sera d ae a po a pe e ke tk leg ren enter 15 TYPE O Employment wes k a ko ak kf dan ote anis e ta a len vias n n ke kt en san G be a n at kte D ka epa e ik kin 86 U Update BA A be e n e lav a De e 103 204 Equity User Manual 3 Softline VIP O 2006 Softline VIP V Very BaO been e di t ams a ka e a e e a a e a ans eee n e e a n Pe e be a
10. Discip Notific Click on the required Reason Code e g D WARN for Disciplinary Warning Discip Hearing Griev Notific Codes that have already been linked are marked with an asterisk The Interview Reason Code Detail screen will be displayed pwann Discip Warina Softline VIP Payroll Disciplinary Action Disciplinary Action Equity Training Skills Training In the Equity Code field link the Interview Reason to the applicable option e g Disciplinary Action Only those Disciplinary Transactions that indicate a formal outcome need to be reported on for Equity Follow the same procedure for all the applicable Training Course Codes and Interview Reason Codes 76 EquityUserMamal Softline VIP 2006 Softline VIP Softline VI Workplace Definitions Workplace Definitions represent any area or workforce within your company Unlike the Occupational Categories and Levels the Workplace Definitions are user defined and are used if you intend to submit different Numerical Goal or Target Plans according to different Workplaces Workplaces can be linked to any of the Payroll Analysis Fields e g Department Pay Point Category etc This linking is done on the Company Equity screen See Linking Equity Codes to Payroll Analysis Fields on page 62 for more information Accessing the Workplace Definitions Click on Equity Click on Workplace Definitions Company Employee Payroll Leave Reports Interf
11. Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports Company Equity Screen Workplace Definitions Equity Global Activation Set Equity Group to IS Group The Interfaces Menu Option is only available in VIP Premier For the purposes of this Manual only the Equity Menu Options will be discussed These Menu Options are the same for both systems i e VIP Classic and VIP Premier BbSoflineViP OO FquiyUserMama Z 2006 Softline VIP Routing Codes Instead of using the Menu Options you can route to several other screens and options by entering different Routing Codes on an employee s screen These Codes must be entered in the Routing box at the bottom of the screen or you can click on to display the Codes then double click on the required Code to access that screen You must have View Full Access Rights to the screen you want to route to 084 Equity Demo Co Employee Equity Screen 30 09 2006 07 of 12 Click on LA to display the Routing Codes njal elni Epwi 3070771991 f n ell Mr Gouen Pint Mach Op amp Ass Middle Management Core Operational a E El Enter the Routing Code here The Routing Codes may be entered in UPPERCASE or lower case letters e g enter EQ or eq to move to the Employee Equity screen AI Equity UserMama Softline VIP O 2006 Softline VIP Softline If you do not kno
12. If you decide not to link the Job Function Code to any of the Payroll Analysis Codes you will have to update the Job Function field manually on the Employee Equity screen of all of your employees described above you have to enter the Equity Code value onto the Payroll Analysis Definitions It is necessary to translate each Payroll Analysis Field to the relevant Equity Code See Inserting Equity Codes into Payroll Analysis Fields on page 70 for more information Q After linking the Equity Codes to the Payroll Analysis Fields on the Company Equity screen as Links to Personnel History Fields Equity Code Linked To Payroll Code Automatically Update from Personnel History ransactions Group Workplace None Disciplinary Actions Province None Equity Training _ Close Routing HE Certain Transactions from the Personnel History Module can be linked to automatically update Employment Equity information with regard to Disciplinary Interviews Equity and Skills Training You have to be licenced for the Personnel History Module to make use of this option Contact VIP Sales if you are interested in purchasing the Personnel History Module A EqutyUserMaml SS ftinevIP O 2006 Softline VIP Terminology A Disciplinary Action is any action taken by the employer against an employee in order to rehabilitate or guide such an employee who has behaved in an unacceptable or inappropriate manner For Equity reporting o
13. In this Manual all of the Equity Menu options will be discussed Accessing the Equity Menu options Using the mouse From the Main Menu click on Equity A drop down Menu for this area will be displayed From the drop down Menu click on the option you want e g Numerical Goal Plans Using the keyboard From the Main Menu hold down the lt Alt gt key and type the underlined letter e g Alt q for Equity A drop down Menu for this area will be displayed Type the underlined letter e g P for Numerical Goal Plans Sub Menu Options Some Menu options may be divided into Sub Menus and are indicated with a gt on the drop down menu For example when you click on Payroll and then on Batch Transactions a separate drop down Sub Menu displays all the necessary Batch Transaction options New Batch E verify Batch Update Baish Global Activation Global Increases General Recalc Separate Payslip Recalc Reports Cid PREMIER Payslip Print Rebuild Company Totals Company Totals Packages Pay Scales ine VIP 2006 Softline VIP Softline The Equity Menu All Employment Equity areas as listed on the Employment Equity Reference map on page 37 are found on the Equity Menu Accessing the Equity Menu from the Main Menu Click on Equity Click on the option you require e g Employee Equity Screen Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen
14. on the Company Equity and Basic Employee Information IS screens it will automatically be populated and you will not be able to select a Job Function here See Linking Equity Codes to Payroll Analysis Fields from page 62 onwards for more information If it is not linked to a Payroll Analysis Field you must select the relevant Job Function here Click on the down arrow for the list of options to be displayed in the Combo box Available options are e Core Operational and e Support Select the applicable option If Disciplinary Actions are linked on the Company Equity screen the number of Disciplinary Actions as entered and translated on the Personnel History Module will display here If the Disciplinary Actions are not linked on the Company Equity screen the field will default to zero You will manually have to update this field every time the employee has a new Disciplinary Action in the Current Processing Period This field will only be active accessible when you are licenced for the Personnel History Module If the Equity Training field is linked on the Company Equity screen the information will automatically be updated every time an Equity Training Transaction is entered on the Training screen in the Current Processing Period If the Equity Training field is not linked on the Company Equity screen you will have to Y tick this field when an employee attends any Equity Training in the Current Processing Period This f
15. this Report can be printed See the sections about the EEA2 and EEA4 Employment Equity Reports in Chapter 6 for more information Re Equity User Manual Sine VIP 2006 Softline VIP Determining the Current Workforce Profile The Zero Plan To be able to see what the Current Workforce Profile looks like you can create a Plan with all the numbers left as zeroes which is referred to as a Zero Plan By printing the Employment Equity Report for this Zero Plan and selecting to print only the Workforce Profile as at the current date for actual numbers you can see what the actual Current Workforce Profile of the company looks like This Report can be used as a starting point in the process of eventually defining the Numerical Goals and Targets the company wants to reach in future for Equity purposes Example of a Zero Plan 085 Equity Demo Co Employment Equity Numerical Goal 30 09 2006 07 of 12 Plan Number a000 Planoate 5 F010 Desertion L OOOO Tr Company 085 Equity Demo Co Industy Example All Employees per Occupational Category 085 Equity Demo Co Plan Number Description Plan Date 4 5 Legislators senior officials and manaaers Professionals Technicians and associate professionals Clerks Service and sales Instead of entering actual Skilled agricultural and numbers all fields are left fishery workers Craft and related trades on zero workers Plant and machine operators and assembler
16. Codes to Payroll Analysis Fields ss 62 Linking Personnel History and Employment Equity 69 Inserting Equity Codes into Payroll Analysis Fields ccscscssesesseseseeuseeeuseeeeeeeenseeeaneneessneeas 70 Inserting Equity Codes into Personnel History Codes mmmmmmememenenmnnnennnnnnennnnnnnnnnns 74 Workplace Definitions sise fi ki a A a M l a rada acia 77 Chapter 5 Employee Input Employee Input OVEFVIEW sis kaka ka a kikonk oka aa aa ak aka kk kaa kak AA AA an atak kapo ka kan Yn AA RAN A DAN A 83 EMPIOYEE Equity SEFESCM a l a kk a n kk kn e a a kb lk e kk n sea a n kk n a a kn 84 Batch ENCFI S ciciccscissanecctcsndsadavacusunesecoasdssucestandausunadscaisduicseusecnnsiuscdsaucduddacsvaseiacsusedenacaiedeaeueys 91 Batch Lavoro AE 92 Batch Ea A ies 96 Ao o A at aa e a at a ae e a ak e e e a et S a a e ka S a ko ki 103 PENE BA Cesa Aa ee 103 o O de Suita a ke a e slag e ai 103 Update Batata E e a a AA a n a a kaa a n ik kak a a ak e dak thd 103 Employee Equity History screen nn nn nn nn nn nn nn nn nn nn nn knn nn nan anana antan annan nar nnnnnnannnnanas 104 Updating the Employee Equity History screen inserer 104 GIODAL ACTIVATION siens ni cernes nos ada 111 Numerical Goals and Targets i lavi ek ocacion ntc voca aj n kin ko n a n a m a a m a a 115 Interpretation of a Numerical Goal or Target Plan Entry screen 124 Determining the Current Workforce Profile Rs 125 vi TO ZENO Pl t a n a ak A a ed baca 125 Printing the
17. Department of Labour with a list of all workplaces included in the Reports Separate Equity Plans and relevant information should however be generated for each workplace and be kept at these workplaces with a copy of the consolidated Report for inspection purposes e If reporting is done per workplace then each workplace will submit separate Equity Reports to the Department of Labour and these Reports will be kept at each workplace for inspection purposes Remuneration Remuneration is defined as any payment in money or in kind or both in money and in kind made or owing to any person in return for that person working for any other person including the State This definition is taken from the Employment Equity Act No 55 of 1998 Race Group For the purposes of Equity reporting all employees must be grouped according to the following Race Groups A African C Coloured I 7 Indian W White 2006 Softline VIP Affirmative Action The Employment Equity Act states that every Designated Employer must implement Affirmative Action measures for people from Designated Groups These are measures implemented by employers in order to ensure that people from Designated Groups that are suitably qualified have equal representation in all the Occupational Categories and Levels in such an employer s workforce This definition is taken from the Employment Equity Act No 55 of 1998 The Employment Equity Act requires that a seni
18. Equity Detail Report e Employment Equity Report EEA2 and EEA4 Each of these Reports will be discussed in this chapter Softline VIP EquiyUserMaual 135 2006 Softline VIP Options on the Reports Menu Options on the Right of the Reports Menu This option may be used to add a Report Click on a blank line where you want to add the Report then click on Add This option is used to make changes to existing Reports Click on the Report that you want to change then click on Change Delete This option is used to delete Reports that are no longer in use Click on the Report that you want to delete then click on Deletel Copy Reports may be copied from one line number to another Click on and you will be prompted to enter the line number from which the Report must be copied as well as the line number to which the Report must be copied Example Copy Reports Please enter the From and To line numbers Copy From To Continue Realno Click on for the Report Real Numbers to display Please note that this is not the number next to the Report but a unique number allocated to each Report When you receive Updates or Enhancements or want to Export Import Reports the Reports are referred to by their Real Numbers due to the fact that the order of the Reports may be altered on screen 26 EoutyUserMaml Softline VIP 2006 Softline VIP CS This option is used to move Reports from one line to another C
19. Indi employees including employees with disabilities as at 30 09 2006 A mon fe E o Shee heres Soe ahs Se Sonde Bh Keto o Steere Ree aie SSS ee eh Se ee eye a eee ae ee Spe he eh oe d actes an R711 Printed on 29 08 2006 Foreign Nationals Male Female Equity User Manual 2006 Softline VIP Softline VIP All employees per Job Function Support per Occupational Level 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 29 08 2006 employees including employees with disabilities as at 30 09 2006 Support Function Foreign Nationals Occupational level African Coloured Indian i African Coloured Indian i Male Female Top management Senior management Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL Softline VIP EquiyUserManal 129 2006 Softline VIP 130 Equity User Manual colin VIP 2006 Softline VIP Softline VIP D Softline VIP Chapter 6 Employment Equity Reports In this Chapter e Reports Overview The Reports Menu Printing Reports Standard Employment Equity Reports Softline VIP Equity UserManual 18 2006 Softline VIP
20. Module if he she has been granted access to the Module It is advisable that users of the Employment Equity Module make use of Advanced Access Control This option is ideal when you have more than one Operator and each Operator is restricted to specified areas within the system Manuals for detailed information about Basic and Advanced Access Control Access Rights Q See the section Access Control in the Premier Classic or Personnel History User and Password Control Accessing Advanced Access Control Click on Company Click on Advanced Access Control Click on the Advanced Access Control Radio button Access Control Methods Advanced Access Control Basic Access Control 3 Softline VIP Equity User Manual O 2006 Softline VIP 55 Access to all the applicable screens and options in the Employment Equity Module is defined on the Advanced Page 4 Index tab Access to the Statutory and other Employment Equity Reports must also be defined here 56 EQuityUserMarnual JJ coloc VIP 2006 Softline VIP Softline VIP Add Employee Control Add Employee Control allows you to specify which VIP screens must be included when adding a new employee This option ensures that all the necessary information for an employee is entered when the employee is added to the system for the first time At the top of this screen you will find two Index tabs indicating that there are two different screens on which selections can be made
21. Mr Schultz AD Mr Click on the Pal DA Mi etap oyes you Dosthuizen T Mr require e g 1001 Seloro D Mrs 2 Select the applicable option from the Occupational Level list displayed on screen e g 39 Softline VIP Equity User Manual Unskilled fF JJoccupationattevet i El _ Equity FI AAA AAA i Softline VIP Payroll 1 Top Management 2 Senior Management 3 Middle Management 4 Junior Management n 5 Semi Skilled 518 6 Unskilled po 99 2006 Softline VIP After an entry has been made it is placed at the top of the screen ef Di PT PT PT I E A A 3 By making use of the DOT Enter functionality you can access all employees as selected and the required input may be done 4 Once you have finished entering the information required for the Batch just press lt Enter gt instead of entering an Employee Code All Batch Entries that have been made are displayed at the top of the screen 5 A blue message at the bottom of the screen will state that the Batch Entries have been completed You will be prompted to Verify Delete or Update the Batch 200 Equity UserManud Softline VIP 2006 Softline VIP Softline V 6 Click on the option you require e Verify Batch e Delete Batch or e Update Batch The Verify Batch option Click on this option if you wish to alter any of the information entered in the Batch The moment you click on this button the following options become
22. Separate Payslip Recalc System Description Codes 3 Softline VIP 2006 Softline VIP The Job Grade Descriptions screen will be displayed To access the details of a Job Grade Description click on the applicable Job Grade Description e g D UPPER then click on Change The Job Grade Description Details screen for the selected description e g D UPPER will be displayed Step 3 Insert the relevant Equity Code in the Skills Equity Code field In the example below the D UPPER Job Grade Code is linked to the Middle Management Equity Code D UPPER vob Grade D Upper Job Gr D Upper E free Management 5 Sottline VIP Payroll SES Senior Management Middle Management Junior Management Semi Skilled Unskilled 72 EuityUserMarual JJ coince VIP 2006 Softline VIP Softline VIP Step 4 Follow the same procedure for all the applicable Payroll Analysis Fields e g Job Title Pay Point Department etc Example 2 If the Equity Code Job Function has been linked to a Payroll Analysis Field e g Job Grade on the Company Equity screen you will have to follow the same steps as described above Step 1 Make sure that all your employees are linked to the Job Grade Payroll Analysis Field on their Basic Employee Information screens Step 2 A Job Function Code must be assigned for every Job Grade Code so that the information will automatically be carried from the Basic Employee Information screen to t
23. Tasks Growing crops breeding or hunting animals catching or cultivating fish conserving and working in forests selling agricultural and fishery products to purchasers Includes Farmers growers planters viticulturists winemakers skilled horticultural workers green keepers skilled fishermen women etc 7 Craft and Related Trades Requires knowledge of trades and handicrafts understanding of materials and tools and all stages of the production process typically journeymen women who have received extensive training Main Tasks Extracting raw material constructing buildings making products and handcraft goods Includes Miners quarrymen stoneworkers bricklayers stonemasons carpenters shop fitters plasterers plumbers electricians painters mechanics glassblowers locksmiths sheet metal workers etc 8 Plant and Machine Operators and Assemblers Require the knowledge and experience to operate and monitor large scale automated industrial machinery Main Tasks Operating and monitoring of mining processing and production machinery and equipment driving vehicles and operating mobile plant assembling products from components Includes Truck and tractor drivers bus drivers paving surfacing and related occupations roofers photographic processors sound and video recording equipment operators those in apprenticeship training textile workers production machine workers etc 9 Elementary Occupations Require relati
24. This Manual is a hands on Reference Manual guiding you through all the necessary steps for the successful implementation development planning and monitoring of Employment Equity in your company using the Employment Equity Module Conventions used in this Manual When a warning is given regarding a specific topic discussed When additional information is given regarding a specific topic discussed Contacting VIP Sales for information about Licenced Modules or contacting the VIP Call Centre for general assistance When a calculation or formula is explained When the definition of a word concept or phrase is given DO OO lt gt Denotes a key on the keyboard So lt Enter gt means press the Enter key and lt Tab gt means press the Tab key ES Refers to the question mark shown beside fields where a user defined list of Codes may be displayed for you to make your selection e g clicking on the 2 shown beside the Plan Number field will display a list of all the Numerical Goal and Numerical Target Plans which have already been defined O Equity User Manual 3 Softline VIP O 2006 Softline VIP Conventions used in the Employment Equity Module Buttons A button refers to the buttons at the bottom of the screen for example Click with the mouse on the option that you Add Change Delete require Buttons used most frequently This button appears at the bottom of most of the VIP screens and when you cl
25. a Numerical Target for 2007 if more than 149 employees are employed and a Numerical Target for 2008 if less than 150 employees are employed A total of eight Numerical Plans must therefore be submitted four Numerical Goal Plans and four Numerical Target Plans broken down into the following criteria e Numerical Goal Plan for all employees per Occupational Category Numerical Goal Plan for employees with disabilities only per Occupational Category Numerical Goal Plan for all employees per Occupational Level Numerical Goal Plan for employees with disabilities only per Occupational Level Numerical Target Plan for all employees per Occupational Category Numerical Target Plan for employees with disabilities only per Occupational Category Numerical Target Plan for all employees per Occupational Level Numerical Target Plan for employees with disabilities only per Occupational Level Ye w Ye w e w Ye w Ye w Ye w Ye w In addition to the grouping mentioned above within each Occupational Level or Occupational Category employees are further grouped according to Gender and Race Group White Males and Foreign Nationals are grouped separately On the reports for disabled employees only Foreign Nationals are grouped separately On all the plans non permanent employees are not split per Occupational Level or Occupational Category It is vitally important that Numerical Goals and
26. a kk ki e ko 15 J JOD FONCION ii 17 68 89 L Large Employee ki ti k l kise ate nine lidia 27 Licenced Module Sree i izi ky l AAA a ak e e a E e a Don 11 Linking Equity Codes to Payroll Analysis Fields ins 62 Linking Personnel History and Employment Equity cccccccscceecseeseeseeseeseeeeeaeeseesaesaeeseesaesaesaeeaeeea 69 Links to Payroll FEOS E A Ra 61 Links to Personnel History Fields ei it oi it taka kk n 68 a O AT 103 Login INGMES caca aio ii oido 40 202 Equity User Manual 3 Softline VIP O 2006 Softline VIP M MAT AP V A KI ce a e a e a nee er baa ae ne a e e e e a ka Le eten ene 41 Making a Backup in VIP Classic ita td a eaten as ni m 179 Making a Backup in VIP Premier islamistes di einen 177 MEM OPTIONS Annee 0 tn ek VA tte ro nt an ares kk bak ka 42 Monitoring Paritaria 26 N Nature Or GisaDIilty ccs a rata 86 Non Permanent VI ON KONS e kan kn anat 17 Number OT EMDIOY ES ki cx a kt le po Sa 54 Numerical Goal or Target Plan Entry screen kaa a aaa at aa aa aa se as ses seotosotesososessaoononn 124 N merical Goals a kaki aa a a a ra n e a e a eka ka e a a a aa a bind ak dis abia 21 115 NUMeKICAl GOaIS aNG Ta FOS ia fk epa dorada en ka lk e ak a socia e kk kk a 21 115 Numerical Goals and Targets Selection screen iii ssissrsrreerreerenereennnnnss 117 Numerical Goals for the full Period eee ai sass asii pl Sade cance kk pon e e pe R S 120 N merical PANN te kak tk cinta 115 Numerical Targets se cased
27. analysis of employment policies practices procedures and the work environment so as to identify employment barriers that adversely affect members of the designated groups The analysis must also include the development of a workforce profile to determine to what extent designated groups are under represented in the workplace 3 6 Employment Equity Plan Section 20 a A designated employer must prepare and implement a plan to achieve employment equity which must Have objectives for each year of the plan Include affirmative action measures Have numerical goals for achieving equitable representation Have a timetable for each year Have internal monitoring and evaluation procedures including internal dispute resolution mechanisms and Identify persons including senior managers to monitor and implement the plan 3 7 Report Section 21 a An employer who employs fewer than 150 employees must submit its first report to the Director General within 12 months after commencement of the Act and thereafter every two years on the first working day of October b An employer who employs 150 or more employees must submit its first report six months after the commencement of the Act and thereafter every year on the first working day of October 3 8 Designated employer must assign a manager Section 24 A designated employer must assign one or more senior managers to ensure implementation and monitoring of the employment equity plan
28. be followed namely e Preparation e Implementation and e Monitoring of Employment Equity Plans The Code of Good Practice covers the Preparation Implementation and Monitoring of Employment Equity Plans This information can be obtained from the Department of Labour s website at www labour gov za The Preparation Phase This phase should first of all include the assignment of responsibility for the entire process of developing the final Equity Plan to one or more senior managers A Communication Awareness and Training Programme have to be decided on and put into place The managers responsible for the development of the Equity Plan must analyse the demographic information as well as the existing workforce within the company and compare the current workforce to that of other companies in the same industry The reason why the demographic information is important is because the composition of the workforce must be in relation to the environment For example if the demographic composition of the surrounding area is 15 Indian 36 African 27 White and 13 Coloured then the composition of the company must look the same This phase contains the steps required by the employer to produce an Equity Plan Step 1 Assigning responsibility to one or more senior managers The responsibility of developing and monitoring the Equity Plan must be assigned to one or more managers These managers should e Be permanent employees e Report directly
29. company voluntary conforms to the Employment Equity Act and therefore has to report on Employment Equity every second year Number of Employees Click on the down arrow of the Combo box for the list of options to be displayed The following options are available for selection namely e 0 49 e 50 149 and e 150 or more Click on the required option Company Physical Address Address Line 1 2 and 3 Enter the company s Physical Address in these fields Postal Code Enter the Postal Code here This forms part of the Physical Address mentioned above Equity Manager Details Enter the name of the Equity Manager of the company in this field This is the person responsible for the implementation of Employment Equity at the company Telephone Number Enter the direct Telephone Number of the Equity Manager in this field Fax Number Enter the Fax Number of the Equity Manager in this field E mail Address Enter the E mail Address of the Equity Manager in this field i The Employment Equity System screen is a global screen This means that you only have to enter the details once for all the companies in your VIP directory If however you have different details for different companies you will have to re enter the applicable details every time before printing the Employment Equity Reports Equity ser Manda SoftlineVIP 2006 Softline VIP General Parameters Access Control An Operator can only use the Employment Equity
30. ee ka aka a ak a a A 46 Employment Equity System Seres arar it a EE ak a a a kk kek kk a ka ad 52 A ae en dt 61 Equity MOM CD eki wi tt iv ok a a e a ek AAA ne 43 EQUILY MIN WON ANONS pe ki w aa a a ka e mka a ak kk n lk ik a a a l roves ak kk a M m nine pk PER kd ket pain canes 42 Equity Remuneration sis vi a ola aw a ki kn kf a n a na e n n a e de ka pk e kk PE kk e kak Ge kk de 90 108 EQUIP T AN MON kt sl ak e a a e a ri a e a it doo a ae mate 69 89 3 Softline VIP Equity User Manual 201 O 2006 Softline VIP F KONE ION Nationals os ka no an A a 16 21 G SON CHEN ke a AAA AAA AAA aa ka a e e kk e pa ka 86 General PAM Suite be a kdk n ka al n a a a a ke t Eten a a a DE a e A a a a e a ek ek A da 55 Global ACU VA WO N ar lio atlas aos 111 GOLD ik ak e career Sik at pa e aa nai a L ek aka n ok ne n e AN 62 86 H Human Resource Module Dia NA AV kita ak ki ka kk ka ak ak ak l ak ka NE ka ka e A 36 I Implementation PASS aia l kb A A dore eus Oued 25 Income Differentials State Mens vit vwa we anpe iaa 170 TA US LAY ka a n e a ek kak tk a aa ke a ME a e l n a a a e A RE Gi ob mka e PER 119 Initial Entry Screen sasra l ka e a a ko a diana bea 40 Inserting Equity Codes into Payroll Analysis Fields 4 70 Inserting Equity Codes into Personnel History Codes ss 74 Installing the Employment Equity Module inserer 11 Interview Reason Code Detail Screens ia a kl ak O 76 Introduction to the Employment Equity Acticin wa ou ave swa l kal
31. eect nd ce n e e n e t ses Sees A Panne re n a ae ter n ee de 21 115 Numerical Targets for the interim period iii 123 O Occupational Cate Macia O AE s kk ak a od a a 20 63 88 Occupational OY ssis a ik da ka it tin nr kal e a e a ka n a Mein e a Pe kk rase 20 66 88 Old Numerical Goal Plan S es del A apices ad tenia pite bb 116 Options on the Reports Men see aw n dl ko a a A a a n A n aa n ek kk ka a 136 ORGAN OF olal E a vi k ses kt nt a pk n di e et e as 54 p Payroll Analysis FIQIGS coat Sen tae vena dade kann ka ted eee en akt ki Ge a ke koka ip a in kin e aka 61 Payroll Systein DeScri pon COS e aw snore as ea kw ka ke a al a a de Ek k pk a 71 Personnel History System Description Codes sis tesasesteeonoeoenoronoonne 74 PAR DAS ae ba eee a ne a n ets n e ak pe Age ke des ban enyen tune 118 Plan e a Ba a B A 118 Power failure Protected kite s d soti ori 41 Premier Mal Menor AS eee eee n a kn ak a 41 Pr paration PASC e ei woz ii tini tt tk kt ki CE a a lead t a elle tn e ek e a e a ge 23 Print BAUCHES s tin fi O 103 PRICING REPON LI RS ke a kk a ea et iaa 140 3 Softline VIP Equity User Manual 203 O 2006 Softline VIP Printing the Report to a PAN T N ky s ek klebe A ve as nde ear ves hee dase n A Ra weeded 141 Pro MOON cinta ita 109 POIS aan 62 87 119 R Race GNOU iia ad A id 18 Rebuild Alda iras 182 RECI ME A a 109 Reference NUMERO nto 53 Regulations for the Employment Equity Act nn 63 66
32. if the Plan is only for employees in a certain Workplace for either a single company or a number of companies e g Head Office Click on the to display the list of Workplaces that have already been defined Click on the required option then click on Select It is not mandatory to select a Province You may select a Province Code if the Plan is only for employees in a selected Province e g KN KwaZulu Natal Equity User Manual 119 2006 Softline VIP Once you have selected a Plan Number the following information will be displayed at the centre and bottom parts of the screen 085 Equity Demo Co Employment Equity Numerical Goal 30 09 2006 07 of 12 1 ns Chemical n LE All employees per Occupation d employees per Uccupational Level The details of the Reporting for the Numerical Goals and Numerical Targets are displayed Numerical Goals for the full period Numerical Goals can be set for any period from 1 to 5 years at the employers discretion which should be consistent from year to year e g in 2006 the company prepares Numerical Goals for 2011 The following options are available namely e All Employees per Occupational Category e Disabled Employees per Occupational Category e All Employees per Occupational Level and e Disabled Employees per Occupational Level When you click on the Radio button next to an option the Numerical Goal Plan Entry screen for that selection will be displayed
33. including the Employee Equity screen in the Add Employee Cycle e Setting up the Company Skills screen linking Equity Fields to Payroll Analysis Fields etc e Ensure that Payroll Analysis and Personnel History Fields linked for Equity purposes are translated to the correct Equity information and e Defining Workplace Definitions All the above mentioned Company Parameters will be discussed in this chapter Softline VIP Equiylser Maua Si 2006 Softline VIP Employment Equity System screen On this screen you have to enter detail for Employment Equity Reports such as the Company Trade Name the type of business contact details number of employees details of the Equity Manager details of the Chief Executive Officer of the company etc The information entered on this screen will print on the Employment Equity Reports which must be submitted to the Department of Labour Accessing the Employment Equity System screen from the Initial Entry screen Click on Click on Employment Equity Click on Continue The Employment Equity System screen will be displayed Detail for Employment Equity Reports r EE Reference Number AAA Voluntary Compliance Business Type gt Number of Employees Company Postal Address Company Physical Address Address Line 1 Address Line 2 Address Line 3 Postal Code CEO Details Equity Manager Details Name Telephone Number Fax Number E mail Address D Sty User Manual Soft
34. inspectors etc 4 Clerks Administrative Require the knowledge and experience necessary to organise store compute and retrieve information Main Tasks Secretarial duties operating word processors and other office machines recording and computing numerical data clerical duties in connection with mail services money handling operations and appointments Includes All clerical work regardless of difficulty bookkeepers tellers cashiers collectors bills and accounts messengers and office helpers office machine operators mail clerks typists telephone operators electronic data processing equipment operators clerks production shipping and receiving stock scheduling ticket freight library reception travel hotel personnel statistical general office secretaries etc a EquiyUserManuat SoftlineVIP 2006 Softline VIP 5 Service Main Tasks Providing services related to travel housekeeping catering personal care protection of individuals and property maintaining law and order or selling goods in shops or markets Includes Attendants hospital and other institutions including nurse aides and orderlies barbers bar tenders guides food and beverage serving occupations house keepers childcare occupations conductors fire fighters police officers advertising agents real estate agents sales workers and sales clerks shop attendants stock brokers insurance brokers travel agents sales people of
35. licenced for the Leave and or Job Management Modules the Standard Leave and Job Management Reports are found on this Menu as well The Reports 201 300 Menu is only available if you are licenced for the Employment Equity and or Skills Development Modules The Reports for these Modules can be found on this Menu Contact VIP Sales for more information about VIP s Licenced Modules Reports may be moved from one Reports Menu to another Refer to your Classic and Premier Standard Reports brochure for examples of all the useful and essential Standard Reports Accessing the Reports Menu Click on Reports Click on Reports and Maintenance Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Reports and Maintenance Cheque Print Positions Payslip Print Positions Export Import Reports Print Audit Trail B4 Eye SoftlineVIP 2006 Softline VIP The Reports Menu will be displayed Click on the 3 Index Tab 201 EmpEq Decl E Reports 201 300 to move to 202 EQ E t 3 203 Equity Det i the 3 Reports Menu where all e Equity Rep k ki the Standard Employment Equity RL Reports are found Copy Realno 9 y EEREPEPE REL Standard Employment Equity Reports on the Reports 201 300 Menu The following Standard Employment Equity Reports are available on the VIP System namely e Employment Equity Declaration Report EEA1 e Employment Equity Exception Report e Employment
36. made These selections will be discussed here Reports may be printed to a Printer an ASCII File or to the Screen On the Reports Menu click on the Report that you want to print so that it is highlighted and then click on the button at the bottom of the screen Alternatively you can double click on the required Report You will then be asked to select where the Report must be printed Printing To Options when printing a Report Printer The Report will be printed to the selected printer The default printer will always be highlighted Screen The Report will be displayed on your screen You can use the scroll bar to move around the screen and use the Page Up Page Down and Line Up and Line Down buttons to view the Report ASCII File Any of the Reports may be written to a File in ASCII format When you select to write to an ASCII File you can enter your own File name This ASCII File can then be imported into other applications e g Microsoft Excel where it can be modified Exit To exit if you do not want to print the Report you have selected 280 Ey UseMaa Softline VIP 2006 Softline VIP e Printing the Report to a Printer After selecting to Print a Report the defaults from the Report Control Line will be displayed You can alter the defaults if necessary The number of copies number of lines per page last print line and Condensed or Normal printing will default to those specified on the Report Control Line o
37. mandatory and are merely displayed for information purposes To complete each of these fields click in the relevant field in the applicable column and enter the applicable information Press Tab to move from one field to the next The option selected in the first column will default in the next column etc Fields at the bottom of this screen Equity Remuneration Remuneration is defined as any payment in money or in kind or both in money and in kind made or owing to any person in return for that person working for any other person including the State The guidelines for the completion of the EEA4 forms specify further details regarding the inclusion and exclusion of certain items for the calculation of an employee s Remuneration These guidelines can be found in the Regulations to the Employment Equity Act Gazette no 29130 Note that these guidelines are currently under review by the Department of Labour To update each of these fields click in the relevant field for each month and enter the applicable amount The Remuneration field will automatically be updated during the Start of Period from one month to the next Equity History will only display from the employee s Date of Engagement Once the Employee Equity Module has been installed the History fields will update every time a Start of Period is done on the VIP system 8 Ersan Softline VIP 2006 Softline VIP Interpretation of the Employee Equity History screen
38. nn n nn n nn annan annan anana nannan anan nnanannannannnnannn 35 Finding your way around Employment Equity iii 35 VIP Employment Equity Diagram ti da kk ad kon ky n bak da ni Bik kk ee ko po el ak ritm ae 35 VIP Hutnan Resource Module DIANA ex vw w w ai ka ak kk ke aa dd a Ak 36 Employment Equity Reference MAP ive soon dir nement ok Aden a ae PA W a BE ke kak 37 Checklist when implementing Employment Equity in VIE 38 ACCESSING the VIP System A O 40 The Tibial Entry Screen cecilia k Ek a ak je de an bax bn kb km De Z D 40 The Second Enty S F EA w vo d ka to ko at ATT ka a e n IAB 41 The VIP Main Messina ati 41 Understanding the Menu ODIN Since 42 SUB O e aay dn verre ant a E A ne dan in rot 42 The Eguty Menis ak ka tol aa ak aa ko e e a aa 43 ROUEN A ni A A pk a Di ap ka 44 1001 DAP DUONG tt de tik a AAA AAA A ARA 47 Chapter 4 Company Parameters Company Parameters OVErview sacii nn nn nn nn nn nn nn n nn n nn n anka nna anan annan nannan nn nnnnnanannann 51 Employment Equity System screen nsnsnmmemmnmannnmnnnnnnnnnnannnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnne 52 General PAFAIMCUGCIS kw k ie ei ik wont Uca ki m pense A a 55 ACCESS CON INFO na Dn tn run e n e a Aa e ot 55 ACE EMPIOYES CONTO ek va tit kat l a n at e ky a a n ki n kk pk Se an ra ta ke A AN An 57 The Company Equity Sree ica ia 59 Information at the top of the Company Equity screen 60 Information at the bottom of the Company Equity screen 61 Linking Equity
39. other organisations of similar size and in the same industry that will provide the employer with an idea of what the company s workforce is supposed to look like a yea SoftlineVIP 2006 Softline VIP The Implementation Phase This phase must be done in consultation with all the applicable role players of the Equity Plan The objectives of the Plan must be set which will assist with establishing the time and corrective measures required in order to achieve such objectives The Plan can now be drawn up and the resources needed can be identified and allocated to the necessary parties The Plan is now ready to be communicated to the appropriate role players The duration of the Equity Plan meaning the date by which the objectives of the Equity Plan must be fully implemented may not be less than a year but may also not exceed the period of five years from the year in which the Planning is done Step 5 Setting objectives and formulating measures The information acquired in Phase 1 of the Numerical Goal Plan will be used to set the objectives the company wants to reach as well as to decide on the necessary Affirmative Action measures to implement such objectives Step 6 Establishing a Time Frame Every Numerical Goal Plan defined by the employer will state a date by which the employer would like to achieve the objectives stated in the Plan Step 7 Allocating Resources Resources such as budgets people time infrastructure and trai
40. populated and you will not be able to enter a Workplace Code here See Linking Equity Codes to Payroll Analysis Fields from page 62 onwards for more information If Workplace is not linked to a Payroll Analysis Field you may also enter a Workplace Code manually or click on the for the list of pre defined Workplace Codes to be displayed Click on the required option then click on Select Province is an optional field If it is linked to a Payroll Analysis Field on the Company Equity and Basic Employee Information IS screens it will automatically be populated and you will not be able to select a Province here See Linking Equity Codes to Payroll Analysis Fields from page 62 onwards for more information If Province is not linked to a Payroll Analysis Field you may click on the down arrow for the list of Provinces to be displayed in the Combo box Available options are Eastern Cape Free State Gauteng KwaZulu Natal Mpumalanga Northern Cape Northern Province North West or Western Cape Select the applicable option Equity User Manual 87 O 2006 Softline VIP Occupational Category Occupational Level 88 Occupational Category is a mandatory field If it is linked to a Payroll Analysis Field on the Company Equity and Basic Employee Information IS screens it will automatically be populated and you will not be able to select an Occupational Category here See Linking Equity Codes to Payroll Analysi
41. with regard to Workforce Movement Recruitment Promotion and Termination As explained in the section above it is imperative that the correct Equity information for the 12 months which you are going to use in your Employment Equity Reports appears on the Employee Equity History screen Employee Equity History screen 084 Equity Demo Co Employee Equity History Screen 30 09 2006 07 of 12 I lt gt l cin Ek woe e Mr DR Farrell Engaged 11 06 1981 Boa ele ae u Y a a ar e r 8 4 C R P pur four oto oto oto oto oto cur cur cur cur cur 2006 Sep 2006 May 2006 Jan 2006 Aug 2006 Apr 2005 Dec 2006 Jul 2006 Mar 2005 Nov 2006 Jun 2006 Feb 2005 Oct Ee a eae 5 Recruitment The Employee s Date Engaged and the Occupational Level into which he was appointed must be reflected in the Employee Equity Report Example An employee who was recruited for a Semi skilled position will be reflected as a Recruitment to Semi Skilled in the month in which he was engaged Promotion When an employee s Occupational Level changes from a lower level to a higher level e g from 5 Semi skilled to 4 Junior Management this is counted as a promotion into a higher level in this case Junior Management Example For the employee shown above there are two promotions in the 12 months which are shown One from Occupational Level 5 to 4 in March 2006 and the other from Occupational Level 4 to 3 in August 20
42. 0 09 2006 07 of 12 F F The Routing Code EQP may also be used to access The Employment Equity Numerical Goal Plans screen from any of the employee s screens BsoftlineVIP EquityUserManul 117 3 Softline VIP 2006 Softline VIP Enter a new Plan Number and complete the following details at the top of the screen Fields at the top of this screen Plan Number Plan Date 118 The Plan Number is a 4 digit mandatory numerical field A specific Plan Number can only be used once in a VIP directory as the same Plan can be used for more than one company in VIP Enter a new Plan Number e g 5000 in order to create new Numerical Goals and Targets You can also enter an existing Plan Number or click on the to display the list of Plan Numbers that have already been defined Click on the required option then click on Select Enter the Plan Date in CCYY format followed by MM if you make use of the CCYYMMDD date format in your company or enter the Plan Date in MM format followed by CCYY if you make use of the DDMMCCYY date format in your company The date entered here is the date by which you hope to achieve the Numerical Goals and Targets entered in this Plan This is a mandatory user defined field Enter a meaningful description which will allow you to recognise this Plan at a later stage This is a mandatory field The company option allows you to select which companies are to be included in this specific Plan Ex
43. 00 021 441 8135 Department of Labour Western Cape 4 6 Floors West Bank Building Cnr Riebeeck and Long Streets Cape Town PO Box 872 Cape Town 8000 Equity User Manual O 2006 Softline VIP 199 Index A ACCESS CON WO stad tj kai ki kat a a kt a e m a n e a a a e t EA kan ie te ki ee Da 55 Accessing the VIR SIS AV a aires A onto 40 Add EMPIOVSS COMMU kI kat n ed kt an a kk da kan a ek e a ei aide 57 O 19 Affirmative ACTION M ISUACS ita rv a a a ci 19 Allor Selected REDON Simat ta ay a da a ee ac nu dc 151 ASCO a dk 140 B BACKUP ODUONS aia AAA e Ba a one n a a a e koko ok 175 BALCANES ek e fo a 96 A O NO 92 Batch Transaction Entry Selection screen si rn ra renanrrarrrnrrrrrrnnenanens 97 Black Economic EM POW ENNAN E ft kek a ki at ta at e a ka ke aa 30 BUSINESS TY DG ail kk kk A A AAA AAA LN AE e ek e kk aa e ae kk a 53 C Checklist when implementing Employment Equity in VIP 38 CHIZENSII De wk vl or as A AAN SAA AA AU A a SE e A Dan 86 Classic Main Melia id is 41 Code Of Good Practice mitra m la ik ak ia E aaa Aer kf l a AE ok nad okay ann 23 Coleco ln IAN O 174 Company EQUIEY SRC ii A AAA A A 59 Company Parameters OVEIVIEW is A A AAA AA AA AAA A 51 Company kade Name casara iaa dt ot A a tk et 53 Contact Detal aero ko ds 5 CONVENIOS idiota 6 Conventions used in the Employment Equity Module occooccocccocccocccoconoconanonanonanonnnnanonannnoronanenanenans 7 Conventions used in this Manual
44. 05 Dec 12665 2006 Jul 2006 Mar 2005 Nov 12665 2006 Jun 2006 Feb 2005 Oct 12665 e 02 fo2 pur jour jour jour jour jour foto foro pio pro pro 13100 Fields at the top of this screen The Employee Code Employee Name and Date Engaged fields default from the Basic Employee Information screen IS The Termination Date will also be displayed if an employee has been terminated Fields in the top centre section of this screen As explained in a previous section the first three lines on the Equity History screen can be automatically updated from the Transactions entered using the Personnel History module See Linking Personnel History and Employment Equity on page 69 and Inserting Equity Codes into Personnel History Codes on page 74 for more information If these fields were not set up to automatically update you will have to manually populate the fields for the applicable columns months on this screen The Occupational Category Occupational Level Job Function Citizenship and Type of Employment fields are mandatory fields that must be completed for each column month on the Employee Equity History screen before the Equity Reports can be printed To complete each of these columns months click in the relevant field in the applicable column and make the necessary selection Softline VIP EquiyUserMamud 105 2006 Softline VIP Example 1 Updating the Occupational Category columns Click in the Occup Ca
45. 06 Softline VIP EquiylserManal 109 2006 Softline VIP An employee may be promoted within a company and get a new Job Title and a higher salary but for Equity purposes he is only promoted when he moves from a lower to a higher Occupational Level Termination A Termination is recorded in the Occupational Level in which an employee was when his service was terminated Example If an employee in a Middle Management Level resigns it will be recorded as a resignation from a Middle Management Level in the month in which his service was terminated DO Bay User Man Softline VIP 2006 Softline VIP Global Activation The Equity Global Activation option is used to globally activate or change certain fields on the Employee Equity and Employee Equity History screens Once you have defined which Equity Codes are linked to Payroll Analysis Fields and inserted these Equity Codes into the Payroll Analysis Field Definitions you can use Equity Global Activation to update the employees Equity information If you are licenced for the Personnel History Module and have defined that Equity Fields are to be automatically updated from Personnel History Transactions you can use Equity Global Activation to update the employees current and historical Equity information Equity Remuneration for the current month and preceding 11 months can also be updated globally using the Equity Global Activation option Accessing the Global Activation optio
46. All Payroll Employment Equity and Skills Development screens which may be included or excluded during the Add Employee Cycle are listed on the 1 Index tab All Personnel History screens which may be included or excluded during the Add Employee Cycle are listed on the 2 Index tab You will not be able to include screens for which you are not licenced When adding an employee a default cycle consisting of the following 5 screens must be completed 1 The Basic Employee Information screen IS The Employee Leave Days screen LD The Employee Linking screen MC The Employee Increase screen INC and The Employee Payslip screen PS TAWN the above cycle if required The Add Employee Cycle is explained in detail in the VIP Premier and VIP Classic User Manuals which you would have received when you purchased the VIP Payroll System Q The Employee Leave Days LD and or Employee Linking screen MC may be omitted from Softline VIP EquityUserMaml gt 7 2006 Softline VIP Accessing Add Employee Control Click on Company Click on Add Employee Control Add Employee Control Add Employee Control screen 084 Equity Demo Co Add New Employee Control Screen 30 09 2006 07 of 12 A t wf Select Y tick to include the Employee Equity screen in the Add Employee Cycle m m BB Equity UserMarual JJ coli oc VIP 2006 Softline VIP Softline VIP The Company Equity screen The Company E
47. Current Workforce Profile for the Zero Plan 126 Chapter 6 Employment Equity Reports ROE DOFES iii 133 OVEIVICW ct b ke wa wl gwo in l ac ridad 133 Th REPONS ME AU kw lie za ae aka ot ka DW A a a e dl e bd 134 PRINTING REDOMS bene s ks kit ri ak iio pe 140 Standard Employment Equity Reports mssnnsmmmnmenmennmmennnnnnnnnnnnnnenannennnnnnnnnnnnnnennnnnnns 145 Employment Equity Declaration Report EEA1 ins 147 Employment Equity Exception REDOM ici aw dit ak ka kw tt a dear ek manne ke kk ke a a AD 148 Employment Equity D tail REDON s dis ie vwa twd A l l ae en e ka 149 Employment Equity Report EEA2 and EEA4 Lb kte kte tt aaa etat aaa atateaseatesseaeestestessesnnosneossoonnn 150 The EEA2 Employment Equity Reports 153 EEA2 Section A Employer Details cs 154 EEA2 Section B Workforce Profile ssssssssnssnssnnsnnnnnnnnnnnnnnnnssnrsnnonnnsnnnnnesnnsnnenannnnnennesnnnnnnnt 155 EEA2 Section C Workforce Movement ss ssssssessnrssnnnsnnsnnssnnnansnnnnnnonnosnrsnnnnnnnnnnnnnnnnnsnnennnnnt 162 EEA2 Section D DISGIDIIMARY ACHON sit at wt NA 165 EEA2 Section E Skills Development ski we ko so nadia n e e pe pe ik van ae e pk l k S 165 EEA2 Section F Qualitative Assessment see kk ol pos sonb ok ako aime siw d Bwe b k ask ak b swe kaba kad ss ske ban 166 EEA2 Section 6 Numerical COS ina m at n pa w fs ka ik a tk W n kk a kk a EE KO m tk nt 166 The EEA4 Employment Equity Reports kai bite sek ke ket kad n
48. Employment Equity Module provides fundamental guidelines relating to all aspects of Employment Equity that are required in terms of South African legislation This Module provides step by step procedures for the successful implementation of all aspects of Employment Equity in your company the development of Numerical Goals and Targets as well as the printing of all Statutory Employment Equity Reports EEA2 and EEA4 as required by the Department of Labour The VIP Employment Equity Module is fully integrated with the rest of the VIP products and contains complete employee details that are essential for the effective management of Employment Equity Options available in the Employment Equity Module include e An Equity History screen per employee which offers on screen viewing of an unlimited number of months of Employment Equity history e Definition of Equity fields such as Workplace Province Occupational Category Occupational Level Job Function disabled employees and the nature of the disability etc e Equity fields can be based on existing Payroll Analysis fields such as Job Grades Pay Points Departments etc e Full integration between Payroll and the Equity Plan as any Payroll changes automatically update Equity Remuneration e Full integration between the Personnel History Module and the Employment Equity Plan as disciplinary actions Equity Training and Skills Training update the Employment Equity fields required in
49. Equity screen Each employee on the VIP System has an Employee Equity screen containing all the Equity information for the Current Processing Period Some of the information on this screen may be updated automatically according to the linking of Equity Codes to Payroll Analysis Fields as specified on the Company Equity screen See Linking Equity Codes to Payroll Analysis Fields from page 62 onwards for more information The Employee Equity screen has to be activated for each employee and the information on this screen needs to be specified to ensure that the Numerical Goals and Targets are generated successfully and that all the employees are included in the necessary Employment Equity Reports Accessing the Employee Equity screen Click on Equity Click on Employee Equity screen Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports Company Equity Screen Workplace Definitions Equity Global Activation Set Equity Group to IS Group Q The Routing Code EQ may also be used to access an employee s Equity screen from any of the employee s screens a Equity UserManual Softline VIP 2006 Softline VIP The following screen and message will be displayed 084 Equity Demo Co Employee Equity Screen aj af gt ff clnfxfe Ex ww ell 01 06 2005 If you
50. Human Resources environment e Ey Usera SoftlineVIP 2006 Softline VIP D Softline VIP Chapter 4 Company Parameters In this Chapter Company Parameters overview Employment Equity System screen General Parameters Y ey SS SS e SS e Company Equity screen Inserting Equity Codes into Payroll Analysis Fields amp into Personnel History Codes e Workplace Definitions Y w DSoftine VIP FquiyUserMana 49 2006 Softline VIP 50 Equity User Manual 2006 Softline VIP Softline VIP Company Parameters Overview Defining Company Parameters is the first fundamental area for the successful implementation development planning and monitoring of Employment Equity in your company using VIP s Employment Equity Module Employment Equity Module Company Parameters EE System screen Company Equity screen general Employee Input Employee Equity and Equity History screens Defining Numerical Goals and Targets etc El Reports Statutory EEA2 EEA4 and other parameters etc Employment Equity Reports Certain company specific parameters need to be defined before input can be done for individual employees before the Numerical Goals and Targets can be defined and before the necessary Employment Equity Reports can be printed namely e Entering details on the Employment Equity System screen e Defining general parameters such as setting up Access Control and
51. IP Contact Details of the Department of Labour Head Office Pretoria Eastern Cape Provincial Office Free State Provincial Office Gauteng North Provincial Office 3 Softline VIP Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Number Street Address Postal Address 012 309 4000 012 320 2059 Laboria House 215 Schoeman Street Pretoria Private Bag X117 Pretoria 0001 043 701 3000 043 743 9719 Department of Labour Eastern Cape 3 Hill Street East London Private Bag X9005 East London 5200 051 505 6200 6284 051 447 9353 Department of Labour Free State National House 43 Maitland Street Bloemfontein PO Box 522 Bloemfontein 9300 012 309 5000 012 320 5627 Department of Labour Gauteng North Concillium Building 239 Skinner Street Pretoria Department of Labour Gauteng North Private Bag X117 Pretoria 0001 Equity User Manual O 2006 Softline VIP 197 Gauteng South Provincial Office KwaZulu Natal Provincial Office Limpopo Provincial Office Mpumalanga Provincial Office 198 Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Num
52. P PAYROLL SYSTEM PRINTED ON 29 08 2006 Co 85 Equity Demo Company FOR PERIOD ENDING 30 09 2006 PAGE EP 203 EMPLOYEE EQUITY DETAIL REPORT EMPLOYEE EQUITY DIS JOB CITI TYPE WORK PROV OCC OCC DATE AME GROUP BLED FUNC ZEN EMPL PLACE CAT LEV ENG 8 01 12 1989 30 07 199 8 01 1993 02 1990 17 06 198 1 11 1986 1 06 1998 03 2004 1 05 2004 1 06 2005 RSA RSA RSA RSA RSA rs Gloria Ferreira F White r Z Molefe Africa D Schultz White Baloyi African R Farrell Coloured Oosthuizen Whit PAKET Afri FACT OOS Oe m in m Aig m Az cs WWA TSONHJVJIo NDNoXH Ho a CD FA EI TOUA e OO SORDO MO CHO CA VA AUS o GG TG ETT Go AN GGT Interpretation of this Report This Report can be used to check the details for all employees for whom information has been entered on their Employee Equity screens and to easily find employees with undefined Employment Equity fields The following information is printed on this Report e All Employment Equity fields mandatory and other e General information which is important for Employment Equity purposes e Undefined fields These fields are marked with three asterisks e The number of employees with undefined fields mandatory and other e The number of employees not included for Employment Equity e Trusts CC s etc which will be excluded from the Equity Report are indicated on this Report
53. Softline VIP EquityUserManud 177 Softline VIP 2006 Softline VIP Once you have clicked on Browse the Browse for Folder screen will be displayed Browse for Folder eles corte 4 4 314 Floppy 4 Local Disk C Select the correct disk drive to CJ AFROX use for the Backup E Backup CJ Christie GS CLASSIC20A nf dassic20c The following warning message will be displayed A MI Ou If the Backup has been successful the following message will appear L poe If the Backup has NOT been successful the following message will appear x 178 Eauity User Manu Gn Ft VIP 2006 Softline VIP Softline VIP Making a Backup in VIP Classic Accessing the Backup options Click on Utilities Click on Backup Click on the required option e g Data for All Companies When making a Backup for one company only click on Data for this Company When making a Backup for all companies click on Data for All Companies When making a Full System Backup i e all data and program Files click on Data Files and Programs The Backup of Data screen will be displayed Click on the down arrow to select the Device that must be used for the Backup in this m FF example 1 Stiffy A for the A A drive or 2 CDfor the CD drive i Equity User Manual 179 3 Softline VIP 2006 Softline VIP Fields on this screen From Directory This field defaults to your current VIP Cla
54. System screen 154 Equity User Manual Softline VIP 2006 Softline VIP EEA2 Section B Workforce Profile The Workforce Profile can be printed for different options When you select to print this Report the following Workforce Profile Selections screen will be displayed Include Type 1 Using C All Employees Actual C Numbers C ni Disabled Employees Canes Percentage C Both Reports Explanation C All Employees The information for both Normal and Disabled Employees will be included in the Workforce Profile C Disabled Employees Only Disabled Employees will be included in the Workforce Profile Two Workforce Profiles will print one for All Employees and a second for the Disabled Employees only Actual The Employees forming part of the The Workforce Profile will display the Current Workforce will be included in difference between the Current the Workforce Profile Workforce and the intended Workforce in the Numerical Goal Plan Percentage This will show the Percentage of Employees over or under target compared C Numbers This will display how many Employees are either still needed in a certain Category or the excess of Employees in a Category compared to the Numerical Goal Plan This will print the Actual Number of Employees included for Equity This will for example express the Number of Male African Professionals in the Company as a Percent
55. T e RON TA Ra MEN AS A O A WA CU EN NE N AS Male Female White Male Foreign Nationals T Occupational Level African Coloured Indian African Coloured Indian i Male Female Top management Senior management 0 3 50 0 Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL Softline VIP Equity UserManal 159 2006 Softline VIP The Workforce Profile printed as Variance and displayed in Numbers per Occupational Category This Report displays the difference between the current workforce of the company and the Numerical Goal set for Equity purposes This Report can be used to measure the progress made with regard to the Equity Plan of the employer The Numerical Goal Plan defined on page 124 stated that the target number of employees for Male African Legislators is 1 The Current Workforce Profile states that there are currently 2 Male African Legislators in employment Thus there is one employee too many in this specific Occupational Category The defined target for Female Coloured Legislators is 1 and we currently employ zero such employees The figure the Report displays fo
56. Targets should be created in consultation with your company s Employment Equity committee The Numerical Goals and Targets can be electronically generated by the VIP Equity Module BbSoftineVIP Equiylsercaua 1 2006 Softline VIP Example of a Numerical Goal Plan for all employees per Occupational Category Occupational Categories Legislators senior officials and managers Technicians and associate professionals Skilled agricultural and fishery workers Craft and related trades workers Plant and machine operators and assemblers Elementary occupations TOTAL PERMANENT peye Non permanent employees GRAND TOTAL Foreign Nationals Occupational Foreign Levels Nationals Top Management Senior Management Professionally qualified and experienced specialists and mid management a ce 1 jwi Male Female ER ae PES T SIA AA Skilled technical and academically ENN MIU qualified workers junior management supervisors foremen and superintendants ad a ES E EE EE decision making Unskilled and defined decision FR RE EE SR pe EE pa en pa ne ka EA loto pp po TOTAL PERMANENT Non permanent employees GRAND TOTAL D EoutyUserMamd So ftinevIP 2006 Softline VIP Employment Equity Planning and Reporting The Employment Equity Plan In order to prepare and define proper Numerical Goal Plans and Numerical Target Plans there are three phases each containing certain steps that will have to
57. The following checklist may be used as a guideline when implementing the Employment Equity Module in VIP STEP ACTION Company Parameters W Complete the Employment Equity System screen Define general parameters such as Access Control amp Add Employee Control Set up the Company Equity screen e Link Equity Fields to Payroll Analysis Fields e Indicate which Codes in the Personnel History Module must be used to automatically update Equity Transactions Ensure that Payroll Analysis Fields amp Personnel History Fields linked for Equity purposes are translated to the correct Equity information Employee Input Activate the Employee Equity screen and update the information by means of e Individual Input on each employee s screen or e Batch Input to update Equity information for all employees Update the Employee Equity History screen by means of e Individual Input on each employee s screen and or e Global Activation to update the Equity Remuneration field on this screen Global Activation of Personnel History fields if applicable FS Define Workplace Definitions a i 188 Equity User Manual 3 Softline VIP O 2006 Softline VIP Define the Numerical Goals and Targets Generate a Zero Plan for printing purposes and print the Employment Equity Report for the Current Workforce Profile Print the Standard Employment Equity Reports e g the Equity Declaration Equity Exception and Equity Detail Reports as well as
58. a a e n a kk e a a S A send n a a n kk ke 3 SUPPOFE TOOIS sisi sans danna aa kaa aka AAS SON eA IAN A eme AWA ATA AAS AAA KEN RA AA AN 4 Contact Detalls aaa naa nan a 5 CONVENTIONS cn e a ki ei n ates k dencre L ON K L Ok EAA D KA EE 6 Conventions used Ih this Ms 6 Conventions used in the Employment Equity Module cece tt aaa taa aaa tras sesatesasesasessnosanooonn 7 Installing the Employment Equity Module take ka kann knn kn kn kn nn kann nana knnen annan nana nannan nanannnannanan 11 Chapter 2 Employment Equity Act Introduction to the Employment Equity ACt kt ka kaka kankan anka annan annan kann kanna antan ta nna tanaannannnnan 15 TEPMINGIOGY ie ki l ki a a ak a n a a A e l a a a n a ke e ka a an a a e kk e a e n a a a e 15 Employment Equity Planning and Reporting kn kn knn knn kn n kn nn kn knn n nn an ann annan nannan nn nannannn 23 The Employment Equity Plan ss sese owe e vekse nn tienne ae See A ke Be a ele SAA ten SABA AE 23 Tne Pr paration Phase in lin il a a e a ak kt e ke a Da kb a died k 23 The Implementation PAWAS Oki ka at tet ka a a a na a a daa 25 Th Monitoring Phase ii A ri detre errant 26 Employment Equity Reporting vrai ia kis ar oo l ii a a l a e on A e ke k wea A np kak a kk A a cid 27 Employment Equity vs Black Economic EMpoOWEFMENLt e kk ka kaka anana kana kannan annan annan nannannnnannn 30 Chapter 3 Where to go and what to do Employment Equity Overview akt ke kann nn nn nn nn nn nn n
59. aces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports Company Equity Screen Monkplace Definitions Equity Global Activation Set Equity Group to IS Group 2006 Softline VIP The Workplace Definition screen will be displayed To add a new Code 1 Click on Add The Add Description screen will be displayed 2 Enter the Code e g HO for Head Office as well as the Report Description and the Screen Description MO Mead Office n Head Office The Report Description which is printed in the Reports may be up to 35 characters long and the Screen Description which is displayed on screen may be up to 15 characters long To modify the details for a Code 1 Click on the Code then click on Change The Change Description screen will be displayed 2 Make the necessary changes 78 EquityUserManal Softline VIP 2006 Softline VIP Softline To delete a Code 1 Click on the Code then click on Deletel 2 The following message will be displayed 3 Click on to delete the Code otherwise click on No line VIP Equity User Manual 3 SOU i 2006 Softline VIP 79 80 Equity User Manual 2006 Softline VIP Softline VIP D Softline VIP Chapter 5 Employee Input In this Chapter Employee Input overview Employee Equity screen Batch Entries Employee Equity Histor
60. age of the Total Number of Professionals Employed to the Numerical Goal Plan Softline VIP Equity User Manual 155 2006 Softline VIP The Workforce Profile Report provides a numerical breakdown of the employer s current workforce according to various Employment Equity groupings Six Workforce Profile Reports must be submitted displayed according to the following criteria e All employees per Occupational Category e Employees with disabilities only per Occupational Category e All employees per Occupational Level e Employees with disabilities only per Occupational Level e All employees that are involved in Core Operational Function Positions per Occupational Level and e All employees that are involved in Support Function Positions per Occupational Level As indicated above all Workforce Profile Reports are printed either per Occupational Category or Occupational Level and separate reports are required for disabled employees For each Report within each Occupational Category or Level the number of employees is further split per Gender and Race Group Only permanent employees are displayed per Occupational Category or Level Non permanent employees are only displayed per Gender and Race Group For those Reports that include all employees Foreign Nationals and White Males must be shown separately For those Reports that include disabled employees only only Foreign Nationals must be shown separately Act
61. ailed information about Batch Layout information for Payroll fields such as Earnings and Deductions A Batch Layout may be defined for any of the following Employment Equity fields e Workplace e Province e Occupational Category e Occupational Level and e Job Function Accessing Batch Layout Click on Payroll Click on Batch Transactions Click on Batch Layout Company Employee Payroll Leave Reports Utilities HRM Equity Skills ESS Payslip Screen Batch Transactions gt New Batch Job Costing Merify Batch Update Batch Definitions gt List Batches Global Activation p Print Batch Global Increases Batch Layout General Recalc i Separate Payslip Recalc Reports Cheque Print Payslip Print Rebuild Company Totals Company Totals Packages Pay Scales D EoutyUserMamd SO tdi VIP O 2006 Softline VIP A list of existing Batch Layouts will be displayed 1 Equity Province 2 Equity Workplace 3 0 ccupational Category 4 Occupational Level When you click on the button you will be prompted for the Batch Layout Number and Description Enter a single unique number from 1 9 letter from A Z or a z as the Batch Layout Number and enter a meaningful description e g 5 Job Function The Maintain Batch Layouts screen will be displayed 084 Equity Demo Co Maintain Batch Layouts 30 09 2006 07 of 12 Ma s Start by clicking in the 5 vob Function nl block next to Entry for EE e E
62. ake a Backup before continuing with this option You have to click on to acknowledge that you have read the message The following screen will then be displayed Fast execution creates larger Files which allow faster execution of the programs Enter Company Number to be Rebuilt El Slow execution creates smaller Files and the processing speed is slightly reduced USING FAST execution and LARGE files SLOW execution and SMALL files Click on one of the options and then click on Continue When the Files are being Re Indexed a black screen indicating the status of the Re Index process will be displayed 282 EoutyUserMaml Softline VIP 2006 Softline VIP D Softline VIP Appendix Softline VIP Equity User Manual 183 2006 Softline VIP 184 Eauity User Manual Gn Am VIP 2006 Softline VIP Softline VIP Descriptions of Occupational Categories These descriptions are supplied in Annexure 3 to the Regulations for the Employment Equity Act 1 Legislators Senior Officials and managers Main tasks Determining and formulating policy and strategic planning directing and coordinating policies and activities in the private and public sector formulating laws directing and controlling the functioning of an organisation Includes Chief executive officer president vice president chief operating officers general managers divisional heads managers who provide the direction of a critical tec
63. al Permanent RTE Dei er EE AA o Oo 5 Non permanent employees 0 0 0 0 0 0 0 0 0 0 0 BRAND TOTAL a A UN US YO Or de A FEN x Dooftline VIP EquiyUserManul 167 2006 Softline VIP The EEA4 Employment Equity Report The EEA4 Employment Equity Report consists of two sections When you select to print the Employment Equity Report a Report Title Page is printed indicating which sections are generated by VIP and which sections need to be completed by you Look at the EEA4 sections below to familiarise yourself with the sections which are generated by VIP and the sections which must be completed by you Declaration of the To be completed employee manually by all employees Section A Employer Details Non printed sections to be completed Section B Workforce Profile pp _EEA2 ee A Report Section D Disciplinary Action VIP Generated Note This report is not Report applicable to small employers Section E Skills Development VIP Generated Note This report is not Report applicable to small employers Section F Qualitative Assessment To be completed Note This report is not manually applicable to small employers bl ee manuall A ST Report ee ca AS manuall sections to be completed ee Statement Report 8 EquityUserMaml Softline VIP 2006 Softline VIP EEA4 Section A Employer Detail The Employer Detail Report covers Section A of the EEA4 Report and provides the Department of Labour with genera
64. alysis Field to link to e g Pay Point 2 Bay ser Man Softline VIP 2006 Softline VIP The following provinces are available for selection Gauteng Eastern Cape Free State Kwa Zulu Natal Mpumalanga Northern Cape Limpopo North West Province Western Cape Occupational Category Click in this field to select the applicable Payroll Analysis Field to link to e g Job Title LINK EE CATEGORY TO The following Occupational Categories must be used for Employment Equity Reports per Equity Legislation Legislators senior officials and managers Professionals Technicians and associate professionals Clerks Administrative Service Skilled agricultural and fishery workers Craft and related trades workers Plant and machine operators and assemblers Elementary occupations Detailed descriptions of the Occupational Categories as supplied in the Regulations for the Employment Equity Act are provided below Softline VIP EqutyUserMamul gt 2006 Softline VIP Descriptions of the Occupational Categories as supplied in the Regulations for the Employment Equity Act 1 Legislators Senior Officials and managers Main tasks Determining and formulating policy and strategic planning directing and coordinating policies and activities in the private and public sector formulating laws directing and controlling the functioning of an organisation Includes Chief executive officer president vice president chief operating officers gene
65. ample Company Selection Xzzzzzzzzzz IITCIIIIIIIIZ oomeoeocogoeces 220222222227 As you select each company you will be asked for the password which gives you access to the company which you have selected Equity User Manual 3 Softline VIP O 2006 Softline VIP Industry Workplace 3 Softline VIP Example Company Selection Company No and Name Selected Processed Date Period Empl s 004Demo Co Monthly 30 04 2005 005Demo Co Monthly 051Demo Co Monthly 052Demo Co Monthly 053Demo Co Monthly Monthly Monthly Monthly Weekly quity Demo Co Monthl 085E quity Demo Co Monthly 30 09 2006 Enter your Password to allow you access to the above Company Select Close Enter the password and click on Select The following message will be displayed Do you want to include Company 085 in this plan Click on if you want to include this company otherwise click on A specific company can be included in more than one Plan The company name will be displayed if you have selected one company only If you have selected more than one company the description Multiple Companies will be displayed in this field Employment Equity Plans must be submitted according to Industry Sectors Enter the name of the Industry Sector in which your company operates See SDL10 Volume 1 as supplied by SARS for the list of all available Industries It is not mandatory to enter a Workplace You may enter a Workplace Code
66. and must make available necessary resources for this purpose 3 9 Income differentials Section 27 A statement of remuneration and benefits received in each occupational category and level of the workforce must be submitted by a designated employer to the Employment Conditions Commission ECC Softline VIP EquiylseriMaal 193 2006 Softline VIP 194 Where there are disproportionate income differentials a designated employer must take measures to reduce it progressively Such measure may include collective bargaining compliance with sectoral determinations Section 51 of the Basic Conditions of Employment Act 1997 the application of norms and benchmarks recommended by the ECC relevant measures contained in skills development legislation and any other appropriate steps Chapter V Monitoring Enforcement and Legal Proceedings 4 1 4 2 4 3 4 4 4 5 4 6 4 7 Monitoring Section 34 Employee or trade union representatives can monitor contraventions of the Act and report to relevant bodies Powers of the Labour Inspector Section 35 Labour Inspectors are authorised to conduct an inspection as provided for in section 65 and 66 of the Basic Conditions of Employment Act 1997 Undertaking to comply Section 36 If the inspector has reasonable grounds to believe a designated employer has failed to comply with its obligations in terms of the Act the inspector will obtain a written undertaking to comply with
67. atches must be verified before they are updated Batches which have not been updated may be printed for checking Batches which have already been updated may be printed from the Reports menu The following options are available for Batch Input in VIP New Batch Verify Batch Update Batch List Batches Print Batch Batch Layout Batch Layout To add or change a Batch Layout New Batch To enter a New Batch Verify Batch To Verify a Batch which has already been entered but has not yet been updated Update Batch To Update a Batch which has already been entered but has not yet been updated List Batches To List the Batches showing the status of each Batch Print Batch To Print a Batch which has already been entered but has not yet been updated The Batch Layout and New Batch options as applicable to Employment Equity will be discussed in this chapter Softline VIP EquiylseraMaua ai 2006 Softline VIP Batch Layout It is only necessary to add a new Batch Layout if the Batch you require is not already defined on your VIP System The defining of a Batch is a once off occurrence for the selected field Once the Batch Layout has been defined it can be used every Pay Period to enter the same type of information for the employees For the purposes of this Manual only Batch Layout information for Employment Equity fields will be discussed See the section Batch Layout in the Premier or Classic User Manuals for det
68. ation shown in this Report is found on the Employee Equity History screens 85 Equity Demo Company EEA2 C WORKFORCE MOVEMENT R711 Printed on 30 08 2006 Promotions for the 12 months ending 30 09 2006 All Employees j j Foreign Nationals Occupational Level i Male Female Top management Senior management Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decisionmaking Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL A separate Report will be printed for people with disabilities Softline VIP EquiylsrMaal 163 2006 Softline VIP Terminations per Occupational Level Employees whose service was terminated during the 12 month period up to and including the last day of the selected period are shown in the Level in which they were when their service was terminated When the Workforce Movement Report is printed for Terminations VIP generates two Reports The first Report lists the different Terminations per Occupational Level 85 Equity Demo Company EEA2 C WORKFORCE MOVEMENT R711 Printed on 30 08 2006 Terminations for the 12 months ending 30 09 2006 RSS sre stare kk aya aetna oor ahaa aide fe aera at KE see eee ee iy ae arene A O apa aioe ete E eis Gye eae S
69. available for selection Search Add Line Change Line Delete Line Continue When you click on this button you will be prompted to enter the Employee Code and the first entry for this particular employee will be highlighted Add Line When you click on this button you will be allowed to add an entry to the Batch Change Line Click on the line that you want to change then click on this button You will be allowed to make changes to the line selected Delete Line Click on the line that you want to delete then click on this button You will be asked to confirm that this is the line to delete Continue Click on this button once you have finished verifying the entries The Delete Batch option Click on this option if you want to delete the whole Batch You will be asked to confirm that you want to delete the Batch Softline VIP EquiyUserMamud ad 2006 Softline VIP 102 The Update Batch option 1 When you click on this option you have to specify the period in which the Batch must be updated e g 2 of 12 meaning the second Pay Period in the Tax Year 2 You also have to enter a description for the Batch which will be printed on Reports 2 12 Oce Level ENS e Geson Toke eee Batch here e g Occ Level then click on lod Note down the Batch Number in this example Batch Number 2 Click on ox The following message will be displayed Q S eas If you still need to add more ent
70. ber Street Address Postal Address Telephone Number Fax Number Street Address Postal Address Equity User Manual 2006 Softline VIP 011 497 3222 011 497 3076 Department of Labour Gauteng South 1 and 2 Floor Annuity House 18 Rissik Street Johannesburg PO Box 4560 Johannesburg 2000 031 366 2000 031 366 2300 Department of Labour KwaZulu Natal Salmon Grove Chambers 407 Smith Street Durban PO Box 940 Durban 4000 015 290 1744 015 290 1670 Department of Labour Limpopo 42A Schoeman Street Polokwane Private Bag X9368 Polokwane 0700 013 655 8700 013 690 2622 Department of Labour Mpumalanga Cnr Hofmeyer Street and Beatty Avenue Witbank Private Bag X7263 Witbank 1035 Softline VIP North West Provincial Office Northern Cape Provincial Office Western Cape Provincial Office Softline VIP Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Number Street Address Postal Address Telephone Number Fax Number Street Address Postal Address 018 387 8100 018 384 2745 Department of Labour North West 2 Floor Provident House University Drive Mmabatho Private Bag X2040 Mmbatho 2735 053 838 1500 6284 053 832 8167 Department of Labour Northern Cape Markstead Building Cnr Pniel and Compound Streets Kimberley Private Bag 5012 Kimberley 8300 021 441 80
71. branch for more information You can contact your nearest VIP branch to arrange a Consultation where you will receive personal one on one assistance with your specific requirements You can contact your nearest VIP Call Centre for assistance via Telephonic Support The various VIP branches and their contact details are listed on the next page Remember to quote your SITE Code when you phone in My Company Details Company Name SITE Code 4 Equity User Manual 3 Softline VIP 2006 Softline VIP Contact Details Pretoria Head Office 012 420 7000 Es 012 420 7344 Johannesburg 011 602 7600 UE 011 803 9204 Cape Town Q 021 938 3800 lf 021 930 0301 Durban 031 242 5900 iG 031 266 0943 National Contact Number South Africa Website Softline VIP Port Elizabeth 041 502 7500 ts 041 373 9811 Bloemfontein 051 444 5673 LEZ 051 444 5672 Gaborone 09267 318 7445 l 09267 395 3250 Windhoek 0926461 22 6572 ES 0926461 22 6573 www softlinevip co za info vippayroll co za Equity User Manual 5 2006 Softline VIP Conventions Both the VIP Premier and VIP Classic Systems are Windows based and as such adhere to Windows standards wherever this is possible If you are familiar with Windows this Manual will be easy to follow In general keys such as lt Tab gt and lt Enter gt are used as they are in other Windows applications
72. by activating the Employee Equity screen updating the Employee Equity History screen defining Numerical Goals and Targets etc 3 Printing various Employment Equity Reports VIP Employment Equity Diagram Employment Equity Module Employee Input Employee Equity and Equity History screens Defining Numerical Goals and Targets etc El Reports Statutory EEA2 EEA4 and other Company Parameters EE System screen Company Equity screen general parameters etc Employment Equity Reports Softline VIP EquiylserMaua 9 2006 Softline VIP In VIP there are different Modules concerning Human Resources namely The Personnel History Module The Leave Module The Job Management Module The Skills Development Module and The Employment Equity Module This User Manual focuses on Employment Equity only but the following diagram illustrates how the Personnel History Skills Development and Employment Equity Modules are integrated The VIP Human Resource Module Diagram Personnel History The VIP Advisor Personnel History HR screens Training Qualifications and Recognition for Prior Learning Skills Development Personnel History Reports Workplace Skills Plan WSP SETA Reports Company Setup screens and Employment Equity Employee Analysis Fields Numerical Goals and Targets Employment Equity Reports All Employment Equity options are covered in th
73. ch should be consistent from year to year e g in 2006 the company prepares Numerical Goals for 2011 Numerical Targets must be set for a 1 year period if the employer has more than 149 employees i e a large employer and a 2 year period if the employer has less than 150 employees i e a small employer For example in 2006 an employer should prepare a Numerical Target for 2007 if more than 149 employees are employed and a Numerical Target for 2008 if less than 150 employees are employed The Numerical Goals and Targets is only one section of the EEA2 Report For the actual submission of your Employment Equity Plan to the Department of Labour you also require the other EEA2 and EEA4 Employment Equity Reports which are printed by VIP as well as other sections of the EEA2 Report which you must complete manually See Standard Employment Equity Reports from page 145 onwards for more information about the EEA2 and EEA4 Reports All Employment Equity Reports print in relation to the Numerical Goals or Targets for the company In order for VIP to print the Employment Equity Reports the system will need a Plan Number to print in relation to Softline VIP EquiyUserMamud AS 2006 Softline VIP It is vitally important that Numerical Goals and Targets should be created in consultation with your company s Employment Equity committee Accessing Old Numerical Goal Plans in VIP Users that have used the Employment Equity Module prior to Cla
74. cked before printing the Employment Equity Report EEA2 and EEA4 Example VIP PAYROLL SYSTEM PRINTED ON 28 08 2006 Co 85 Equity Demo Company FOR PERIOD ENDING 30 06 2006 PAGE REP 202 EXCEPTION REPORT EMP EMPLOYEE EQUITY PISE JOB CLIT TXPE OF WORK PROVINCE OCCUP OCCUP CODE NAME GROUP ABLED FUNC ZEN EMPLOYMENT PLACE CATEGORY LEVEL Interpretation of this Report This Report is used to easily find employees with undefined mandatory Employment Equity fields The following information is printed on this Report e All mandatory Employment Equity fields as well as the Workplace and Province fields e Workplace and Province are only required when you are going to submit your Equity Report per Workplace or per Province e Undefined fields These fields are marked with three asterisks e The number of employees with undefined fields e The number of employees not included for Employment Equity e Trusts CC s etc which will be excluded from the Equity Report are indicated on this Report A Bay User Manet Softline VIP 2006 Softline VIP Employment Equity Detail Report The Employment Equity Detail Report shows the Equity information that has been entered for employees in a line per employee format so that it is easy to check The Report shows all the fields required when reporting for Equity and it is advisable to print and check this Report before printing the Employment Equity Report EEA2 and EEA4 Example
75. click on for this message the screen will be activated and you may specify the necessary information If you click on No this screen will not be activated and you may exit the screen The following fields on this screen are mandatory and are displayed with a cyan background e Citizenship e Type of Employment e Group e Occupational Category e Occupational Level and e Job Function All of these fields need to be defined before you may exit the screen After you have activated the Employee Equity screen certain fields on this screen may be updated automatically according to the linking of Equity Codes to Payroll Analysis Fields as specified on the Company Equity screen or may be completed manually Batch Entries may also be used to update certain fields automatically Equity User Manual 85 3 Softline VIP 2006 Softline VIP Fields on this screen Employee Code Employee Name and Engaged These fields default from the Basic Employee Information screen IS When the employee is terminated on the IS screen the termination date will also display on this screen Gender This field defaults from the Basic Employee Information screen IS Disabled Select Y tick this field if the employee has a disability Nature of disability Type of Employment 86 Enter the nature of the disability e g Deaf Blind Paralysed etc Up to 30 characters are available for this field Click on the down arrow for the list of valid C
76. creen Own Ytd Monthly Cond sd 24XS Screen Monthly Cond sd 25 Hours Report Monthly Cond sd 26 Batch Trans Listing Monthl Cond sd Click on for a listing of all the Selection Codes for types of Memos Tax Statuses Employee Statuses Pay Methods etc on An An O1 O1 O1 ON O7 ON ON ON ON En En on on 1 O1 O1 O1 ON O1 an En an This option is used to check all available Real Numbers for all companies within a specific Group Click on NXT select the required Group and view the Real Numbers available in all companies Dooftline VIP EquiyUserManul 137 2006 Softline VIP This option is used to check if the Real Number of a specific Report exists within a Group of companies Click on the required Report then click on Rn co s select the Group and check if the Real Number of the selected Report exists in all companies in the Group using the Change Sequence option Hard Coded Reports have 99 Detail lines per a Hard Coded Reports cannot be copied to another line but may be moved to another line employee on the Report Control Line Options at the Bottom of the Reports Menu Click on the Report you want to print then click on Print Click on to print all the Reports which are specified to print automatically on their Report Control Lines These are marked with an asterisk on the Reports Menu This option is used if you want to print the Report for a range of employees You will be aske
77. ct Y tick the required option s An example of each of these Reports is shown below 252 EoutyUserMaml SO tiie VIP O 2006 Softline VIP The EEA2 Employment Equity Report The EEA2 Employment Equity Report consists of several sections Some sections are generated by VIP and some sections must be completed manually When you select to print the Employment Equity Report a Report Title Page is printed indicating which sections are generated by VIP and which sections need to be completed by you Look at the EEA2 sections below to familiarise yourself with the sections which are generated by VIP and the sections which must be completed by you Declaration of the To be completed oe EE emplo ees sections to be a EEA2 SectionB Workforce Profile Vi Workforce Movement VIP ED Report Section D Disciplinary Action VIP Generated Note nn report is not Report applicable to small employers Section E Skills Development VIP Generated Note This report is not Report applicable to small employers manually applicable to small employers manuall a IR A Report manta ly es to be completed A a DA Statement Report Softline VIP EquiyUserMamud 15 O 2006 Softline VIP EEA2 Section A Employer Detail The Employer Detail Report covers Section A of the EEA2 Report and provides the Department of Labour with general information regarding the employer as well as contact details of the Chief Executive Officer and the S
78. ction to the Employment Equity Act No 55 1998 South Africa inherited a legacy of discrimination against people with regards to their gender race and disabilities that meant the majority of South Africans were denied opportunities for employment education promotion etc The Employment Equity Act was established to address this inheritance of unfair discrimination as well as to ensure that employers take the necessary steps to promote equality in the workplace The Employment Equity Act requires that all designated employers define Numerical Goals which once achieved will ensure that the workforce of the company is a reflection of the geographical area in which the company is located At regular intervals specified in the Act all designated employers must submit Equity Reports to the Department of Labour which report on the progress the employer has made in implementing its Employment Equity Plan Terminology Designated Employers Designated Employers include e Employers who employ 50 or more employees e Employers who employ less than 50 employees but whose Total Annual Turnover equals or exceeds the applicable Turnover of a small business in terms of Schedule 4 of the Employment Equity Act e An Employer appointed by a collective agreement e Municipalities and e Organs of State except for the National Defence Force the National Intelligence Agency the South African Secret Service local spheres of Government and
79. d in the Numerical Goal Plan 1 100 100 IL x The percentage over or under target as displayed in Report 100 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 30 08 2006 All employees including employees with disabilities as at 30 09 2006 Variance percentage SESI SSS See Sse masse Kis se Sees se See Se ewe se eee o52 A oke ese kaso 2252 ENA Se E a bi n ee 352552 555 Male Female White Male Foreign Nationals Occupational category African Coloured Indian African Coloured Indian Whi Male Female Legislators senior officials and managers 100 0 300 p a 3 0 Professionals 0 0 0 100 0 0 0 0 Technicians and associate professionals lo 0 0 0 Clerks 0 0 0 Service and sales workers 0 0 0 0 Skilled agricultural and fishery workers y 0 0 Craft and related trades workers Plant machine operators and assemblers Elementary occupations Total Permanent Non permanent employees GRAND TOTAL A negative percentage on this Report indicates that the employer is over target by that number of employees in that specific criteria while a positive percentage will indicate that the Current Workforce is under target compared to the Plan DSoftiine VIP FquylserManual 16 2006 Softline VIP EEA2 Section C Workforce Movement This Report reflects the workforce movement during the past 12 months
80. d to enter the Employee Code where the printing must begin and where the printing must stop This option is used to print a selected Report in which the information for a Group of companies is consolidated into a single Report Click on the Report you want to print and then click on Cons This option is used where the selected Report is to print separately for each company in the Group Click on the Report you want to print and then click on Group This option may be used to access the printing of Cheques Print Cheques PP This option may be used to access the printing of Payslips Print Payslips BAN Bay UseMaa Softline VIP 2006 Softline VIP Customised Employment Equity Reports Apart from the Standard Employment Equity Reports which can be used to print information from VIP the Report Writer functionality in VIP provides the facility for you to write your own customised Reports to suit your company s requirements The Report Writer Day 1 and Report Writer Day 2 Training courses are specifically designed to guide you through all the necessary steps in writing your own Reports Reports or call VIP s Training Department for more information about the Report Writer Training courses Contact the VIP Call Centre for assistance with writing customised Employment Equity Softline VIP EquiyUserMamud 139 2006 Softline VIP Printing Reports When selecting to print a Report certain selections have to be
81. displays in the leftmost column and the preceding 11 months information displays to the right of this Fields on this screen have to be updated for each employee to ensure that the Numerical Goals and Targets are generated successfully and that all the employees are included in the necessary Employment Equity Reports To view i History information further than twelve months back Use the and Poup buttons on your keyboard Updating the Employee Equity History screen Updating of the Employee Equity History screen takes place during the Start of Period from one month to the next Accessing the Employee Equity History screen Click on Equity Click on Employee Equity History screen Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports Company Equity Screen Workplace Definitions Equity Global Activation Set Equity Group to IS Group The Routing Code EQH may also be used to access an employee s Equity History screen from any of the employee s screens 204 Buy Usera SoftlineVIP 2006 Softline VIP The Employee Equity History screen will be displayed 084 Equity Demo Co ujal l lel Email a Disciplinary Equity Training Skills Training Occup Category Dur Lo pio foto 2006 Sep 2006 May 2006 Jan 2006 Aug 2006 Apr 13100 20
82. ds see the section Batch Layout in the VIP Payroll System line VIP Equity User Manual 95 3 SIS O 2006 Softline VIP Batch Entry The first step when processing Batches is to enter a new Batch Accessing Batch Entry Click on Payroll Clickon Batch Transactions Click on New Batch Batch Transactions New Batch A list of Batch Layouts which have been defined will be displayed L es Aah pa Click on the option you require rie xe e g 4 Occupational Level and 5 Job Functi i ob Function then click on Select 960 Equity UserManud 9 Softline VIP 2006 Softline VIP Softline The Batch Transaction Entry Selection screen will be displayed The following options are available for selection e Capture Batch For e Employee Lookup List and e Verify DOT Entry Capture Batch For You may select to capture the Batch for all employees active in the Current Processing Period or for employees in a specific Department Pay Point Category Job Grade etc A lookup facility is available when choosing Department Category Pay Point Job Grade or Payslip Display Codes A list of pre defined codes will display for the option you have chosen Access the lookup facility by clicking on the next to the required option Once you have made your selection the description will display on screen In this example the Batch entry will be done for all employees in the SALES Department Equity User Manual 97 3 Softli
83. e Department Code ADM is not the same as Adm Floating window A Floating window is displayed in front of a window that is already displayed It can be moved by clicking on the Title bar at the top of the Floating window and then dragging it to another part of the screen Forced Entry Sequence on certain fields In certain cases VIP might not do what you expect when you press the Tab key or when you click or double click on a field This is necessary to ensure that mandatory fields have been entered completed Message boxes These appear in the middle of the screen You can click on the Title bar at the top of the message and hold down the left mouse button while you drag the message to another part of the screen There are different types of messages used namely e Error messages Where you must take notice of an error that has occurred while working in the system e Information messages Remind you of an action to be taken if you are using the feature which is mentioned e Warning messages Where you must take notice of the message and take the necessary action e Interrogation messages You are asked a question that must be acknowledged for example you have to click on either or on No depending on the result that you require Lo EqutyUserMamu Bboftline VIP 2006 Softline VIP Installing the Employment Equity Module The Employment Equity Module is a Licenced VIP Module All Licenced Modules are listed on the Licenced Module
84. e The number of employees with all mandatory Employment Equity fields defined DSoftline VIP FquyUserMaual 149 2006 Softline VIP Employment Equity Report EEA2 and EEA4 This Report consists of several sections which are required by the Department of Labour Sections 3 to 9 form part of the EEA2 Report and Sections A and B form part of the EEA4 Report When you select to print this Report the following Equity Report Notice will be displayed Please Note To avoid inconsistent information being Printed please note that the Companies selected for this Report should all be in the same Processing Period Non monthly Companies should be in the Final Period of the month The Equity Report must show data for the previous 12 months Companies which have Weekly or Bi weekly Processing Periods must be in the last period of the month when the Equity Report is printed so that all the data for the current month is included If your Equity Report is to be printed for more than one company it is important that all the companies are in the same Processing Period to reflect the situation accurately Take note of this message then click on Continue 250 Bauiyiser Man Softline VIP 2006 Softline VIP The Employment Equity Reports Selection screen will be displayed 085 Equity Demo Co Employment Equity Reports 30 09 2006 07 of 12 On this screen various selections have to be made e g the required Equity Plan Number wheth
85. e e a East 103 Voluntar e COMPARER a a al tt a n kk kk ne Radio dl 54 W White Males e e a ka kn a A cen a e Ne n weet ote n n e ek kek tee ta e en ee pi pw 21 Workplace e ea ka lee ON 18 62 87 119 Workplace D PI NON Se tw kn go ty ti ae a en kek kt an a e n a n ke A L Mk e S a a L n e a e a e n D A 77 Writing a Report toan ASCIT File ee koy ena kita ata 144 Z Zero RES APRES bre dlls 125 3 Softline VIP Equity User Manual 205 O 2006 Softline VIP
86. ecessary to organise store compute and retrieve information Main Tasks Secretarial duties operating word processors and other office machines recording and computing numerical data clerical duties in connection with mail services money handling operations and appointments Includes All clerical work regardless of difficulty bookkeepers tellers cashiers collectors bills and accounts messengers and office helpers office machine operators mail clerks typists telephone operators electronic data processing equipment operators clerks production shipping and receiving stock scheduling ticket freight library reception travel hotel personnel statistical general office secretaries etc Softline VIP EquiyUserManud 185 2006 Softline VIP 5 Service Main Tasks Providing services related to travel housekeeping catering personal care protection of individuals and property maintaining law and order or selling goods in shops or markets Includes Attendants hospital and other institutions including nurse aides and orderlies barbers bar tenders guides food and beverage serving occupations house keepers childcare occupations conductors fire fighters police officers advertising agents real estate agents sales workers and sales clerks shop attendants stock brokers insurance brokers travel agents sales people of technical and business services etc 6 Skilled Agricultural and Fishery Workers Main
87. en up the Initial Entry screen The Initial Entry screen i Softline VIP Payroll Premier 2 3e Registration expires 2007 02 28 Copyright Softline VIP Payroll a division of Softline Pty Ltd All rights reserved Company No amp Name Tax Tables for Processed Date Period Empls 003 Demo Co A OP 2005 04 30 2 of 12 HIStOTY Monthly 2005 04 30 2 of 12 History Monthly 2006 03 31 1 of 12 History Monthly 2003 09 30 7 of 12 History Monthly 2003 11 30 9 of 12 History Monthly 2003 11 30 9 of 12 History Monthly 28 02 2006 12 of 12 History Monthly 28 02 2006 12 of 12 History Monthly 28 02 2006 12 of 12 History Weekly 26 02 2006 52 of 52 History Monthly 30 09 2006 7of12 Live 085 Equity Demo Co Monthly 30 09 2006 7of12 Live Exit Continue Add Co Options Release Notes This screen indicates the System and the Release Number that you are currently working on e g Premier 2 3e or Classic 2 3e as well as other important information such as the Processing Period Number of Employees Tax Country Type of Company etc In the centre of the screen it shows the available companies Double click on the company that you want to access or click on it so that it is highlighted and then click on Continue You will be prompted to enter your Password If you make use of the Make use of Login Names option in VIP Premier you will be prom
88. enior Manager responsible for submitting the Employment Equity Reports The majority of this report can be electronically produced by the VIP system Only the non printed sections need to be completed manually 85 Equity Demo Company EEA2 A EMPLOYER DETAIL R711 Printed on 29 08 2006 Trade name DTI registration name DTI registration number 0000817307 PAYE SARS number 7240737777 UIF reference number 06027371 EE reference number EE72145110 Industry Sector Chemical Seta classification ERSETA Equity Demo Company Equity Demo Company PTY LTD 012 4207000 012 4207344 info vippayroll co za PO Box 38017 Garsfontein East Postal code 0060 City Town Pretoria Province Gauteng Telephone number Fax number Email address Postal address Physical address 291 Sprite Avenue Faerie Glen Postal code City Town Province 0043 Pretoria Gauteng CEO Name and surname Anton van Heerden Telephone number 012 4207000 Fax number 012 4207344 Email address antonv vippayroll co za Coenette Coetzee Telephone n 021 9383800 Fax 021 9300301 Emai coenettec vippayroll co za Equity Manager Name Business type Private Sector Number of employees 0 to 49 Is company Organ of State No Complying voluntarily Yes Date of submission 30 09 2006 The Information that is printed in this Report is found on the Basic Company Information screen as well as the Employment Equity
89. er All or Selected Reports must be printed etc Fields at the top of this screen Print using Equity Plan Enter an existing Equity Plan Number or click on the PP to display Number the Equity Plan Numbers that have already been defined Select the applicable option and click on Select For Workplace If a Workplace and or Province have been selected as part of the For Province Plan it will default here the moment the Plan Number is entered in the field above The Companies included in the Plan will be displayed here the moment the Plan Number is entered in the Equity Plan Number field above For Company Print All or Selected Reports You may select to print All Reports e g 3 to 9 or Selected Reports only e g 4 or A etc Click in the Radio button next to the option that you require Equity User Manual 151 3 Softline VIP O 2006 Softline VIP Report Description Required EEA2 and EEA4 Reports are displayed in this section 3 EEA2 A namely 4 EEA2 B 3 EEA2 A Employer Detail 5 EEA2 C 4 EEA2 B Workforce Profile 6 EEA2 D 5 EEA2 C Workforce Movement 7 EEA2 E 6 EEA2 D Disciplinary Actions 8 EEA2 F 7 EEA2 E Skills Training 9 EEA2 G 8 EEA2 F Equity Training A EEA4 A 9 EEA2 G Numerical Goals B EEA4 B A EEA4 A Employer Details and B EEA4 B Income Differentials If you have selected to print Selected Reports in the field above you have to sele
90. f South Africa Act of 1993 but who were it not for the Apartheid policy that had been in place prior to that date would have been entitled to acquire citizenship by naturalisation prior to that date This definition is taken from the Amendment to the Employment Equity Act 18 August 2006 Gazette No 29130 For the purposes of Equity reporting this means that employees who gained R S A citizenship by naturalisation and who were not excluded from gaining citizenship because of Apartheid are deemed to be Foreign Nationals and must be reported separately 16 EoutyUserMamd Softline VIP 2006 Softline VIP Disabled Employees A disabled employee is an employee who has a long term or recurring physical or mental impairment which substantially limits the employee s prospects of entry to or advancement in employment This definition is taken from the Employment Equity Act No 55 of 1998 Non Permanent Workers Workers who are employed to work for less than 24 hours per month or those workers engaged to work for not more than 3 continuous months This definition is taken from the Amendment to the Employment Equity Act 18 August 2006 Gazette No 29130 Job Function Job evaluation or grading systems are used to measure a job in terms of content in order to establish its worth or value in relation to other jobs in an organisation A job could either be a Core Operation Function or a Support Function Core Operation Func
91. f the Report Click on to continue with the printing click on to make changes to the default settings or click on to exit the printing option Print Setup MChrstiedHP LaserJet 1200 Series PC Here you select e The name of the printer you require All the printers which have been specified in your Windows setup are available from this Combo box The Paper Size and Paper Source BsoftlineVIP Equity UserManud 141 D Softline VIP 2006 Softline VIP The Printer Selection screen will be displayed Option 1 and Option 2 To use the printer settings which have been defined on VIP s Hardware screen click on Option 1 or on Option 2 The Hardware screen can be accessed as an option from the Initial Entry screen Standard Windows Printing Uses the Windows default You must ensure that there is not a conflict between the various printing options that you choose If on the Windows Print Setup screen you select the name of the printer which is defined as Option 1 on your VIP Hardware screen and then choose Option 2 on VIP s Printing Reports screen you will get odd results For example the first line of the Report might consist of peculiar characters as the printer cannot recognise the Escape Codes which have been sent to it 142 Bquity User Manu coin VIP 2006 Softline VIP 3 Softline VIP e Displaying Reports on Screen If you select to print the Report to the Screen the Report will be displayed o
92. g even if it is only to confirm that the plan is maintained at the company 28 Equity User Manual 3 Softline VIP O 2006 Softline VIP A summary of all the required Employment Equity Reports is provided below ent nero y employee General information about the Equity Reports e For the majority of these Reports employees are grouped according to Gender Male and Female and according to Race Group African Coloured Indian or White White Males and Foreign Nationals are grouped separately e Separate reporting is required for employees with disabilities e Most Reports are sorted by Occupational Category and Occupational Level e The Workforce Profile Report includes reporting by Job Function A detailed explanation of the requirements for each Report is discussed in Chapter 6 of this User Manual 3 Softline VIP Equity User Manual 29 O 2006 Softline VIP Employment Equity vs Black Economic Empowerment EMPLOYMENT EQUITY BLACK ECONOMIC EMPOWERMENT BEE Employment Equity Act No 55 of 1998 KO a Black Economic Empowerment 7 Purpose of the Act Purpose of the Act To achieve Equity in the workplace by To facilitate broad based black economic a promoting equal opportunity and fair empowerment by treatment in employment through the a promoting economic transformation in order elimination of unfair discrimination and to enable meaningful participation of black people b implementing affirmative action measures
93. gful description It is important to provide a meaningful description for each Backup as it makes the Restore routine much easier When using Stiffy disks or CD s as Backup medium label the disks with the following information e Companies included in the Backup or state if it is a Full System Backup e Processing Date of the company or companies as well as the Actual Date that the Backup was taken e Release Number of the current VIP System e g Premier 2 3e or Classic 2 3e When backing up to another medium e g Flash Disks network or hard drive try to use as much as possible of the above information as a meaningful description for the Backup 176 Bay User Mens Softline VIP 2006 Softline VIP Making a Backup in VIP Premier Accessing the Backup options Click on Utilities Click on Backup Click on the required option e g Data for All Companies making a Backup for all companies click on Data for All Companies When making a Full When making a Backup for one company only click on Data for this Company When System Backup i e all data and program Files click on Data Files and Programs The Backup of Data screen will be displayed The From Directory field will default to your current VIP Premier directory i which you are working Click on in order to locate the correct location to use for the Backup The Backup File name will default to VIPBUP ZIP but may be altered e g CO021 ZIP S
94. he Company Equity screen See Linking Equity Codes to Payroll Analysis Fields on page 62 Step 1 Make sure that all your employees are linked to the relevant Payroll Analysis Fields e g Department Pay Point Job Grade Job Title etc on their Basic Employee Information screens IS as illustrated below Employee 1007 Surname Letlole i Mr AKA Elias First Names Spouse Names Esther Address Line 1 Address Line 2 Address Line 3 Language English C Alternate UIF Status jr Job Grade Job Gr D Upper Tax Office SSH Job Title Factory Worker Tax Number EA Category 01 J ID Number R S C Code Date of Birth Department Manufacturing Paypoint Johannesburg Pay Method ACB Male Marital Status Married aj Account 143900 No of Tax Dep 0 Pens Date Tax Status PrvFnd Date Emp Status Normal A MedAid Date Date Engaged Annual Bonus Calc in Month IRP5 Start Date Close Routing 7 EoutyUserMaml Softline VIP 2006 Softline VIP Step 2 An Equity Code must be assigned for every Job Grade and other Payroll Analysis Fields so that the information will automatically be carried from the Basic Employee Information screen to the Employee Equity screen Accessing the Payroll System Description Codes Click on Payroll Click on Definitions Click on System Description Codes Click on the relevant Payroll Analysis Field e g Job Grade Definitions Conarats Dayclin Daralr
95. he Employee Equity screen Access the Job Grade System Descriptions screen and select the Job Grade Code to update e g B UPPER This has to be done for all Job Grade Codes Step 3 After selecting the Job Grade Code to update insert the relevant Job Function Code in the Job Function field on the screen Two options are available for linking in this field namely e Core Operational e Support In the example below the B UPPER Job Grade Code is linked to the Core Operational Job Function Code Job Grade Descriptions Code B UPPER Report Description Job Grade B Upper Job Function Screen Description Job Gr B Upper Skills Equity Code em Job Function d Core Operational gt ane Core 0 o If Job Function has not been linked to any Payroll Analysis Field on the Company Equity screen the linking option as illustrated above will not be available and you will have to update the Job Function field manually on the Employee Equity screen of all of your employees See Employee Equity screen on page 84 for more information 2006 Softline VIP Inserting Equity Codes into Personnel History Codes Certain Transactions from the Personnel History Module can be linked to automatically update Employment Equity information with regard to Disciplinary Interviews Equity and Skills Training This linking is done on the Company Equity screen as described in a previous section Once you have made the necessary selection s you
96. he Report and xx program generated so that the File name is unique This name can be changed if required Unless you specify a Path name with the File name e g W EQ1 ASC the ASCII File will be written to the VIP Directory in which you are working e g C Premier This ASCII File can then be imported into other applications e g Microsoft Excel where it can be modified If you select to print a Report which is defined as Print this Report to an ASCII File on the Report Control Line the File name which you have entered on the Report Control Line will be displayed as the default name for this File DA EouityUserMaml Bboftline VIP 2006 Softline VIP Standard Employment Equity Reports VIP has a number of Standard Employment Equity Reports which form part of the Employment Equity Module The number of employees employed by the company will determine how often Equity reporting needs to be done e Employers who employ more than 150 employees i e Large Employers are required to report to the Department of Labour on the progress made in terms of the Equity Plan on or before the first working day in October every year e Employers who employ fewer than 150 employees i e Small Employers are required to report to the Department of Labour on the progress made in terms of the Equity Plan on or before the first working day in October every second year e There are certain employers that do not meet the definition of a Designated Em
97. hibited unless the test is scientifically valid and reliable can be applied fairly to all employees and is not biased against any employee or group Disputes concerning this Chapter Section 10 a An employee or applicant for employment may refer a dispute concerning alleged unfair discrimination or medical or psychological testing to the CCMA for conciliation This must be done within six months of the alleged discrimination or testing b If a dispute is not resolved at conciliation a party may refer it to the Labour Court for adjudication The parties to a dispute may also agree to refer the dispute to arbitration c Unfair dismissal disputes in which unfair discrimination is alleged must be dealt with in terms of the Labour Relations Act The dismissal must be referred to the CCMA within 30 days 3 Chapter III Affirmative Action 3 1 Duties of a designated employer a A designated employer must implement affirmative action measures for designated groups to achieve employment equity 3 Softline VIP Equity User Manual 191 O 2006 Softline VIP 192 3 2 3 3 3 4 b In order to implement affirmative action measures a designated employer must Consult with employees Conduct analysis Prepare an employment equity plan and Report to the Director General on progress made in the implementation of the plan Affirmative action a Affirmative action measures are measures intended to ensure that suitabl
98. hnical function postmaster superintendent dean school principal etc 2 Professionals Require a high level of professional knowledge and experience in the physical and life sciences or social sciences and humanities Main tasks Increasing the existing stock of knowledge applying scientific and artistic concepts and theories to the solution of problems and teaching about these Includes Engineers civil mechanical chemical electrical petroleum nuclear aerospace etc architects lawyers biologists geologists psychologists accountants physicists system analysts assayers valuators town and traffic planners etc 3 Technicians and Associate professionals Main Tasks Carrying out technical work connected with the application of concepts and operational methods in the physical and life sciences or the social sciences and humanities and teaching at certain levels Includes Computer programmers nurses physio and occupational therapists draftsmen musicians actors photographers illustrating artists product designers radio and television announcers translators and interpreters writers and editors inspectors and testers of electronic electrical mechanical etc products vocational instructors technicians medical engineering architectural dental physical science life science library etc pilots brokers designers quality inspectors etc 4 Clerks Administrative Require the knowledge and experience n
99. ia a DR oo SY aa a are state erate eee a eek All Employees White Male Foreign Nationals Occupational Level African Coloured Indian African Coloured Indian White Male Female Top management Senior management Professionally qualified and experienced specialists and mi d management illed technical and cademically qualified orkers junior management upervisors foremen and uperintendents Semi skilled and discretionarydecisionmaking Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL 85 Equity Demo Company EEA2 C WORKFORCE MOVEMENT R711 Printed on 30 08 2006 Terminations for the 12 months ending 30 09 2006 RE a RA ES a ee pm EUR end A CS A E RS EZ NS a Yrs Se MARL Y yn ae a RS ce knya NL Tant DA RN DA a IIE ORS TE fash eed ashes m ONE A Soka se PT All Employees White Male Foreign Nationals Termination category African Coloured Indian African Coloured Indian i Male Female Resignations on renewal of contract Dismissal retrenchment Dismissal misconduct Dismissal incapacity Other GRAND TOTAL 264 Euy Usera Sine VIP 2006 Softline VIP EEA2 Section D Disciplinary Action This Report shows the number of Disciplinary Actions for the 12 months period ending on the selected date The information displayed on this Report is found on the Employee Equity History screens
100. ick on this button the screen will close This button appears at the bottom of all screens where transactions are entered or modified When you click on this button the system successfully adds the transaction or accepts the changes made to the transaction Tick box Tick boxes are used for a Yes No type decision If the Tick box is blank it means that the option has not been selected The moment you click in the box the setting is changed and the option has been selected A Y tick mark in the box means that the option has been selected Therefore in the example below the employee is disabled Disabled w Combo box A Combo box is used where you must make a choice from a number of options Click on the arrow to display the possible choices then select the required option by clicking on it If the whole list of options cannot be displayed because of a lack of space there will be a Scroll bar on the right Either drag the Scroll bar or click on the up or down arrows to see the other options Click on the option you need and it will be placed in the box e g Middle Management as in the example below Occupational Level Middle Management Top Management Senior Management Middle Management Scroll bar Junior Management Semi Skilled Softline VIP Equity User Manual 7 2006 Softline VIP List box List boxes display the various Codes that may be selected for a field In this example all the different Job G
101. ield will not display the number of Equity Courses attended but rather the fact that Equity Training was attended in the Current Processing Period 6 This field will only be active accessible when you are licenced for the Personnel History Module Equity User Manual 89 O 2006 Softline VIP Skills Training If the Skills Training field is linked on the Company Equity screen the information will automatically be updated every time a Skills Training Transaction is entered on the Training screen in the Current Processing Period If the Skills Training field is not linked on the Company Equity screen you will have to Y tick this field if the employee attends any Skills Training in the Current Processing Period This field will not display the number of Skills Courses attended but rather the fact that Skills Training was attended in the Current Processing Period This field will only be active accessible when you are licenced for the Personnel History Module Equity Remuneration Remuneration is defined as any payment in money or in kind or both in money and in kind made or owing to any person in return for that person working for any other person including the State The guidelines for the completion of the EEA4 forms specify further details regarding the inclusion and exclusion of certain items for the calculation of an employee s Remuneration These guidelines can be found in the Regulations to the Employment Equity Act Gaze
102. ile workers production machine workers etc 9 Elementary Occupations Require relatively low elementary levels of knowledge and experience to perform simple and routine tasks using hand held tools in some cases physical effort and limited personal initiative Main Tasks Selling goods in streets door keeping and property watching cleaning washing pressing labourers in mining agriculture fishing construction and manufacturing Includes News and other vendors garage attendants car washers and greasers gardeners farm labourers unskilled railway track workers labourers performing lifting digging mixing loading and pulling operations garbage collectors stevedores sweepers char workers etc Softline VIP EquiylseMaa 6 2006 Softline VIP Occupational Level 66 Click in this field to select the applicable Payroll Analysis Field to link to e g Job Grade LINK EE LEVEL TO The following Occupational Levels must be used for Employment Equity Reports Top management Senior management Professional qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foreman and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Below is a table of equivalent Occupational Levels as supplied in the Regulations for the Employment Equity Act This table may be used by emplo
103. ill always take you to the first employee on file A OF Previous Employee This option will take you back one employee gt or Next Engaged Employee Moves to the next employee who is still in the service of the company El Or Next Engaged or Terminated Employee Moves to the next engaged or terminated employee on file or Next Terminated Employee This option will show employees terminated in Previous Periods as well ke or C Next Changed Employee The next changed employee whose information has been changed in the Current Processing Period N or N Next New Employee Moves to the next new employee on file in the Current Processing Period Softline ViP FquiyUserMantal 7 2006 Softline VIP X or X Next Terminated Employee Moves to the next terminated employee H 4 or NG Next Employee with Negative Pay Moves to the next employee on file with a negative pay in the Current Processing Period Toolbar buttons in the centre of the screen These buttons open external applications or provide you with additional information This button accesses the Calculator The Routing Help screen is accessed when you click on this button This button opens MS Word This button opens MS Excel Oe This button allows you to make a screen print of the screen you are working on ll This button allows easy access to information regarding legislation policies procedures and codes of good practice regulating the Payroll and
104. in a specified period Compliance Order Section 37 If the designated employer refuses to comply with the written undertaking the inspector will issue a compliance order Review by Director General Section 43 The Director General may conduct a review to determine whether an employer is complying with the Act On completion of the review the Director General may make recommendations for compliance within certain frames Powers of the Labour Court Section 50 The Labour Court has the powers to make any appropriate orders award compensation or impose fines Protection of employee Rights Section 51 The Act protects employees who exercise their rights an obligations under the Act against victimization obstruction and undue influence Equity User Manual 3 Softline VIP O 2006 Softline VIP 5 Chapter VI General Provisions 5 1 State Contracts Section 53 Designated employers and employers who voluntarily comply with Chapter III who seek to do business with any organ of state will have to apply for a certificate from the Minister confirming their compliance with chapter II and III of the Act Non designated employers compliance certificate will pertain to chapter II 5 2 Liability of Employers Section 60 Should employees contravene any provision of this Act while performing their duties the employer will be liable unless the employer can prove that it did everything in its power to prevent the undesired act Softl
105. ine VIP EquiyUserMamud 195 2006 Softline VIP Schedules to the Employment Equity Act No 55 of 1998 Schedule 1 This Schedule sets out the maximum fine that may be imposed in terms of this Act for the contravention of certain provisions in this Act Contravention of any Provision of Sections 16 19 20 21 22 and 23 No previous contravention R 500 000 A previous contravention in respect of the same provision R 600 000 Previous Contravention A previous contravention within the previous 12 months or two previous contraventions in respect of the same R 700 000 provision within three years Three previous contraventions in respect of the same R 800 000 provision within three years Four Previous contraventions in respect of the same R 900 000 provision within three years Schedule 4 Turnover threshold applicable to designated employers Sector or subsectors in accordance with the Standard Industrial Classification Total Annual Turnover Agriculture R2 00 m Mining and Quarrying R7 50 m Manufacturing R10 00 m Electricity Gas and Water R10 00 m Construction R5 00 m Retail and Motor Trade and Repair Services R15 00 m Wholesale Trade Commercial Agents and Allied Services R25 00 m Catering Accommodation and other Trades R5 00 m Transport Storage and Communications R10 00 m Finance and Business Services R10 00m Community Special and Personal Services R5 00 m 19 Bay User Man Bboftline VIP 2006 Softline V
106. ing this procedure the final result can be entered on the Numerical Goal Plan and Numerical Target Plan Entry screens in the format as required by the Department of Labour A total of eight Numerical Plans must be submitted four Numerical Goal Plans and four Numerical Target Plans broken down into the following criteria e Numerical Goal Plan for all employees per Occupational Category e Numerical Goal Plan for employees with disabilities only per Occupational Category e Numerical Goal Plan for all employees per Occupational Level e Numerical Goal Plan for employees with disabilities only per Occupational Level e Numerical Target Plan for all employees per Occupational Category e Numerical Target Plan for employees with disabilities only per Occupational Category e Numerical Target Plan for all employees per Occupational Level e Numerical Target Plan for employees with disabilities only per Occupational Level In addition to the grouping mentioned above within each Occupational Level or Occupational Category employees are further grouped according to Gender and Equity Group White Males and Foreign Nationals are grouped separately On the reports for disabled employees only Foreign Nationals are grouped separately On all the plans non permanent employees are not split per Occupational Level or Occupational Category Numerical Goals can be set for any period from 1 to 5 years at the employers discretion whi
107. is User Manual 36 Equity User Manual 3 Softline VIP O 2006 Softline VIP Employment Equity Reference map The Employment Equity Reference map has been specially designed to assist you to effortlessly find all the information you need about Employment Equity On this Reference map all Employment Equity areas are listed with page indicators for ease of use Company Parameters p 51 Employment Equity System screen p 52 Employment Equity Module Employee Input p 83 Activate Employee Equity screen p 84 General Parameters e Access Control p 55 e Add Employee Control p 57 Batch Input p 91 Company Equity Update Employment Equity screen p 59 History screen p 104 Workplace Definitions p 77 Equity Global Activation p 111 Numerical Goals and Targets p 115 Standard Employment Equity Reports p 145 General Info p 173 ftline VIP Equity User Manual 37 3 BORIS 2006 Softline VIP Checklist when implementing Employment Equity in VIP The following checklist may be used as a guideline when implementing the Employment Equity Module in VIP STEP ACTION Company Parameters W Complete the Employment Equity System screen Define general parameters such as Access Control amp Add Employee Control Set up the Company Equity screen e Link Equity Fields to Payroll Analysis Fields e Indicate which Codes in the Personnel History Module mu
108. itizenship options to be displayed in the Combo box and make the relevant selection Available options are e RSA and e Other Foreign Nationals For Foreign National employees select Other Foreign Nationals This field must be selected manually for all Foreign National employees Click on the down arrow of the Combo box and make the applicable selection Two options are available for selection namely e Permanent and e Non Permanent Non Permanent workers are those employees who are employed to work for less than 24 hours per month or those workers engaged to work for not more than 3 continuous months Bear in mind that Non Permanent Employees for Employment Equity purposes are not the same as Temporary Employees for Tax purposes The Group is a mandatory field that may be linked to the Group on the Company Equity and Basic Employee Information IS screens See Linking Equity Codes to Payroll Analysis Fields from page 62 onwards for more information If it is not linked you must select the relevant Group here Click on the down arrow for the list of options to be displayed in the Combo box Available options are African Coloured Indian or White Equity User Manual 3 Softline VIP O 2006 Softline VIP Workplace Softline VIP Workplace is an optional user defined field If it is linked to a Payroll Analysis Field on the Company Equity and Basic Employee Information IS screens it will automatically be
109. junior management supervisors foremen and superintendents Semiskilled anddiscretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL Actual Workforce Profile displayed in Numbers per Occupational Level for Core Job Function 85 Equity Demo Company FEA2 B WORKFORCE PROFILE R 11 Printed on 29 08 2006 employees including employees with disabilities as at 30 09 2006 Operational Core Function Foreign Nationals Occupational Level African Coloured Indian i Coloured Indian i Male Female Top management Senior management Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL Dooftline VIP EquityUserManuat 157 2006 Softline VIP Actual Workforce Profile displayed in Numbers per Occupational Level for Support Job Function 85 Equtiy Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 29 08 2006 employees including employees with disabilities as at 30 09 2006 Support Function Foreign Nationals TOTAL Occupational Leve African Coloured Indian i African Coloured Indian i Male Female To
110. kn kila do a ala n kak e RAS kk pea 168 EEA4 Section A Employer Detalla es ka ni ka kl ko pk e a ke e oo Re een Ae ka inn ey w 169 EEA4 Section B Income Differentials ccccsscccscecsseecseeceeessseecenecseecanecssessoeessseeeseneesenesaes 170 Chapter 7 General Information General Information 173 The Relationship between Employment Equity and Skills Development 173 BACKUP and Resto easier A iaa 175 BACKUD OPONE Rc A 175 Making a Backup in VIP Premier oa toiis 177 Making a Backup In VIP Clasicas sta iia tae 179 Restore ODUOMS cca ti ii kaa al tat atik nd aa dre aa nn ak A a e A a ON kn e A bb 181 A EN pa kd a e atab n a a n e O e ae 182 Chapter 8 Appendix Descriptions of the Occupational Categories ccccseccsseccseeecseessseeseeecaseesceeesseesseeenseeesanenseeesaes 185 Table of Occupational Levels s cu it 187 Checklist when implementing Employment Equity in VIP 188 Summary of the Employment Equity Act No 55 of 1998 190 Vii Schedules to the Employment Equity Act No 55 of 1998 Contact Details of the Department of Labour eeree viii D Softline VIP Chapter 1 Introduction In this Chapter Introduction Support Tools Contact Details Y w Y w S e lt MI Conventions Installing the Employment Equity Module Y ey Softline VIP Equity User Mama i 2006 Softline VIP Equity User Manual 2 2006 Softline VIP 3 Softline VIP Introduction The VIP
111. kre eee iye e SiS SS eS SSS SSS ee aS Ss SSS as Male Female White Male Foreign Nationals African Coloured Indian African Coloured Indian White Male Female Legislators Senior officials and managers Professionals Technicians and associate professionals Clerks Service and sales workers Skilled agricultural and fishery workers Craft and related trades workers Plant machine operators and assemblers Elementary occupations Total Permanent Non permanent employees GRAND TOTAL Interpretation of the above Report As at the Current Date e There are 2 African Male employees 1 Coloured Male employee 3 African Female employees 1 Indian Female employee and 1 White Male employee in the Legislators senior officials amp managers Occupational Category in this company This results in a Total of 8 employees for this Occupational Category This same principle applies to all the other Occupational Categories on this screen e There are 2 Permanent African Male employees in this company and zero Non Permanent African Male employees This results in a total number of 2 African Male employees etc e This results in a grand total of 10 employees in this company This same principle applies to the other selections namely e All employees per Occupational Level e All employees per Job Function Core Operational per Occupational Level and e All e
112. l be displayed Softline ViP Equity UserManal 9 2006 Softline VIP Information at the top of the Company Equity screen 084 Equity Demo Co This information defaults from the Employment Equity System screen Private Sector 52420 7000 rs P O Box 38017 Garsfontein East ntein East a en ia Gauteng 012 420 7000 021 930 0301 co za Company Equity Screen 30 09 2006 07 of 12 RENE This information defaults from the Basic Company Information screen pwa 3 rieevi 291 291 Sprite Avenue Avenue Faerie Glen eae jenlyn Woods Office Park Tes Ms Coenene Cose 021 938 3800 The information at the top of this screen cannot be altered on this screen 60 Equity User Manual 2006 Softline VIP Softline VIP Information at the bottom of the Company Equity screen Links to Payroll Fields Equity Code Linked To Payroll Code Automatically Update from Personnel History Transactions Disciplinary Actions Workplace Province Equity Training _ Close Routing i None Equity Codes that are used for Employment Equity Reports can be linked to existing Payroll Analysis Fields to eliminate individual input on each employee s Equity screen By linking Equity Codes to Payroll Analysis Fields the accuracy of the data is promoted Equity Codes are linked to Payroll Analysis Fields at the bottom left hand side of the Company Equity screen O
113. l information regarding the employer as well as contact details of the Chief Executive Officer and the Senior Manager responsible for submitting the Employment Equity Reports The majority of this Report can be electronically produced by the VIP system Only the non printed sections need to be completed manually This Report is similar to the EEA2 Section A Employer Detail Report See page 154 for more information Softline VIP EquiyiserManal 16 2006 Softline VIP EEA4 Section B Income Differentials Two Income Differentials Statements must be submitted The first statement indicates the Total Remuneration paid to all employees in each Occupational Category Within each Occupational Category the Total Remuneration is further indicated per Gender and Race Group The second statement indicates the Total Remuneration paid to all employees in each Occupational Level Example Income Differentials Statement per Occupational Category ii pr M AA AA e oti Si Haas ian Coloured Coloured Category in Pa senior officials and Fee Professionals Technicians and associate professionals Clerks see sales workers Skilled agricultural and fishery workers Craft and related trades workers Plant and nachine operators and assemblers AAA ESA EE ee occupations Tota e d o e To ale T T ie T T T AA AA T T A Total Due to limited space for the purposes of this User Manual abbreviation
114. lick on Change Sequence and you will be prompted to enter the line number from which the Report must be moved as well as the line number to which the Report must be moved Example i Move Reports lolx Please enter the From and To line numbers Move From To Continue CC Click on if you need to change the Cheque Print Positions Change Cheque Print Positions CP Click on if you need to change the Payslip Print Positions Change Payslip Positions Click on if you want to see more detail about the Reports Example Rep Report When to No of Print Report Security No Name Print Copies Mode Sorted Level No a Financial No Monthly Cond sd Monthly Cond sd Reconciliation Monthly Cond sd Earn Ded by Method Monthly Cond sd Earn Ded Listing Monthly Cond sd Payroll Register Monthly Cond sd 07 Variance Report Monthly Cond sd Coinage R50 Monthly Cond sd Bank Deposit List Monthly Cond sd Remuneration List Monthly Cond sd Forced E arly List Monthly Cond sd Earn Cost Analysis Monthly Cond sd Deduction Analysis Monthly Cond sd Cost Centre Standard Monthly Cond sd Summary by Dept Monthly Cond sd Summary by Dept YTD Monthly Cond sd 12 Months Report Monthly Cond sd Negative Non AFI Monthly Cond sd Limits For Pens amp RA Monthly Cond sd Private RA Report Monthly Cond sd Adjust to Tax Deduct Monthly Cond sd Own Screen Report Monthly Cond sd This screen is display only and you cannot print from this s
115. line VIP 2006 Softline VIP Fields on this screen Company Trade Name Enter the trading name of the company in this field EE Reference Number Enter the Employment Equity Reference Number as supplied by the Department of Labour Business Type Click on the down arrow of the Combo box for the list of options to be displayed The following options are available for selection namely Private Sector National Government Local Government Non profit Organisation Parastatal Provincial Government and Educational Institution Click on the required option Co Tel Fax E mail Enter the Company Telephone Number Fax Number and E mail Address Company Postal Address Address Line 1 2 and 3 Enter the company s Postal Address in these fields Postal Code Enter the Postal Code here This forms part of the Postal Address mentioned above City Town Enter the City Town Enter the name of the Chief Executive Officer of the company in this field Telephone Number Enter the direct Telephone Number of the CEO in this field FaxNumber Enter the Fax Number of the CEO in this field E mail Address Enter the E mail Address of the CEO in this field 3 Softline VIP Equity User Manual 53 O 2006 Softline VIP Organ of State Organ of State is defined as any company which receives 80 or more of its funding from a parliamentary vote Select Y tick this field if applicable Voluntary Compliance Select Y tick this field if your
116. ll Employees per Occupational Category 085 Equity Demo Co Plan Number Description Plan Date 2010 5 Legislators senior officials and manaaers Professionals Technicians and associate professionals Clerks Service and sales workers Skilled agricultural and fisherv workers Craft and related trades workers Plant and machine operators and assemblers PELL ANA Elementary Occupations Non permanent employees A Ff off of of a m m e Plan Number 5000 is used for this Plan e The date by which the company hopes to achieve the Numerical Goals entered in this Plan is June 2010 e By June 2010 o There should be 1 African Male employee 1 Coloured Female employee 1 Indian Female employee and 1 White Female employee in the Legislators senior officials 8 managers Occupational Category in this company This results in a Total of 4 employees for this Occupational Category This same principle applies to all the other Occupational Categories on this screen o There will be a total of 2 Permanent African Male employees in this company and zero Non Permanent African Male employees This results in a total number of 2 African Male employees This same principle applies to all other related totals o There should be a grand total of 13 employees in this company VIP s Equity Report includes the Numerical Goals and Targets so after the Entry screens have been defined
117. loyers can comply with the reporting requirements for employers with less than 150 employees i e small employers Equity reports can be submitted by hand or via post fax e mail or directly on the Department of Labour s website Softline VIP EquityUserMaml 2 2006 Softline VIP Submission Details Postal Address Employment Equity Registry Department of Labour Private Bag X117 Pretoria 0001 Facsimile 012 309 4737 309 4188 E mail Address ee labour gov za Website Address www labour gov za Telephone Helpline 0860 101018 Hand Delivery Mark the envelope clearly for the attention of the Employment Equity Registry What happens once the Equity Plan Date has been reached Once the date stated in the Plan is reached the employer that has not reached the set objectives will have to provide reasons to the Department of Labour stating why these objectives have not been met It can be decided that the company should be audited because of this and if the reasons provided are found to be invalid the employer can be fined The maximum permissible fines that may be imposed are set out in Schedule 1 of the Employment Equity Act For those employers who have reached the set objectives that were outlined in the Equity reports the employer will not stop reporting there New employees can join the company while existing employees might leave the company s service thus the employer will keep reportin
118. mary Earnings Deductions Perks Tax Co Contr Salary Cost move you to that screen EARNINGS SUMMARY DEDUCTIONS SUMMAR Menus Both the VIP Premier and VIP Classic Systems are menu driven and the Main Menu is divided into logical areas From the Main Menu you select the area in which you want to work e g Company Information for which further menu options will be displayed in a drop down menu format Company Employee Payroll Basic Company Information Access Control Change Password Miscellaneous Customise Descriptions Add Employee Control Stop Eurther Entry Next Company Exit Premier System Radio buttons These are a set of buttons where one choice must be made For example when printing Statutory Employment Equity Reports you must click on one of the Radio buttons to make your choice Print All or Selected Reports C All Selected Select Select means to choose an item You may select an item either by double clicking on it or by clicking on it so that it is highlighted The button is used in cases where an item is first highlighted and selected instead of by double clicking on the item Toolbar button icon This refers to the graphic buttons in the Toolbar just beneath the screen description at the top of the screen You can click on a Toolbar button icon to move to a different screen Softline vir Equity User Manual 2006 Softline VIP Case Sensitivity VIP is Case Sensitive This means that th
119. mployees per Job Function Support per Occupational Level 3 Softline VIP Equity User Manual 127 2006 Softline VIP All employees per Occupational Level 85 Equity Demo Company Top management Senior management Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL Operational Core Function Occupational level Top manage Senior manage Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management Supervisors foremen and superintendents Semi skilled and discretionary decision making Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL 128 EEA2 B WORKFORCE PROFILE employees including employees with disabilities as at Si O Og I Ms EEE Vu er NS f EE E ae ae PE RE ee D Ve RN da EET SES AR EI LORA we E a Be E CNE TS PRES AN NEA Ee African Coloured Indian Female 30 09 2006 X White Male R711 Printed on 29 08 2006 Foreign Nationals Male Female EEA2 B WORKFORCE PROFILE Male African Coloured Indian Female African Coloured
120. n Click on Equity Click on Equity Global Activation Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports Company Equity Screen Workplace Definitions Equity Global Activation Set Equity Group to IS Group Q Always take a Backup before doing Equity Global Activation 3 Softline VIP Equity User Manual 111 O 2006 Softline VIP The following message will be displayed Click on OK The following message will be displayed Take note of this message and click on OK The Global Changes to Employment Equity screen will be displayed 084 Equity Demo Co Global Changes to Employment Equity 30 09 2006 07 of 12 112 Equity UserManua JJ coin VIP 2006 Softline VIP DY Softline VIP The following three options are available e Update Equity Codes from Payroll Codes as linked When you select this option all Equity Codes which have been linked to Payroll Analysis Fields will be updated Please note that only the Current Period Codes will be updated Older Periods on the Equity History screen will not be updated e Update Equity Remuneration from Payroll History When you select this option the Equity Remuneration fields for the Current Period and the preceding 11 months will be updated on the Employee Equity and Employee Equity History screens respectivel
121. n employer who employs 50 or more employees or has a total annual turnover as reflected in Schedule 4 of the Act municipalities and organs of State Employers can also volunteer to become designated employers A designated group means black people women and people with disabilities The South African National Defence Force National Intelligence Agency and South African Secret Services are excluded from this Act Equity User Manual 3 Softline VIP O 2006 Softline VIP 2 Chapter II prohibition of unfair discrimination 2 1 2 2 2 3 2 4 2 5 No person may unfairly discriminate directly or indirectly against an employee in any employment policy or practice on one or more grounds including race gender sex pregnancy marital status family responsibility ethnic or social origin colour sexual orientation age disability religion HIV status conscience belief political opinion culture language and birth It is not unfair discrimination to promote affirmative action consistent with the Act or to prefer or exclude any person on the basis of an inherent job requirement Medical testing a Medical testing of an employee is permissible only when legislation requires testing or when this is justifiable for various reasons b HIV testing is prohibited unless such testing is determined to be justifiable by the Labour Court Psychological testing Section 8 Psychological testing and similar assessments are pro
122. n the Screen VIP PAYROLL SYSTEM PRINTED ON 04 09 2006 084 Equity Demo Company FOR PERIOD ENDING 30 09 2006 PAGE REP 203 EMPLOYEE EQUITY DETAIL REPORT EMPLOYEE GENDER EQUITY DIS JOB CITI TYPE WORK PROV OCC OCC DATE TERM GROUP ABLED FUNC ZEN EMPL PLACE CAT LEV ENG DATE T chultz Mrs M Baloyi i 01 02 1990 Mr DR Farrell 8 11 06 1981 Mr T Oosthuizen W le 01 11 1986 Mr P Letlole i 8 01 06 1998 Ms J Pillay Indian 01 03 2004 Mr G Kwinda African RS 01 05 2004 Mrs D Seloro African 01 06 2005 Use the Scroll bar and the Up and Down arrows to move to different parts of the Report if the Report goes over more than one page vi Close Id bl ej so Buttons at the bottom of the Screen This button allows you to move to the first page of the Report This button allows you to move to the last page of the Report This button allows you to move up one line in the Report This button allows you to move up one screen in the Report This button allows you to move down one screen in the Report This button allows you to move down one line in the Report BbSoflineVIP EautyUserMamu IB 2006 Softline VIP e Writing a Report to an ASCII File If you select to print the Report to an ASCII File a default File name will be displayed You may alter the default File name if required Printing To fascu file a ASCII File Name RPRT 564 06 The File name consists of RPRTnnn xx where nnn the Real Number of t
123. nal Level columns Click in the Occup Level field in the 2006 Aug column An Occupational Level Selection screen will be displayed Click on the applicable option You will be prompted to complete all columns months on this screen for this field by using the Selection screen options 084 Equity Demo Co Employee Equity History Screen 30 09 2006 07 of 12 ujal lcin Email Mrs D Seloro Engaged 01 06 2005 2006 2006 2006 a dul VIP Person a Payrall payen Occupational Level T yen Management ent i Middl vpooponan 4 Junior Management 5 Semi Skilled 6 Unskilled SS ee 1 00 2006 May 2006 Jan 2006 Apr 2005 Dec 2006 Mar 2006 Feb a 2665 2005 Oct PgUp E _ Pgdn _ Close Routing Press lt Tab gt to move from one field to the next The option selected in the first column will default in the next column etc You may accept the default selection or select the applicable option for each column month on this screen Q It is imperative that the correct Equity information for the 12 months which you are going to use in your Employment Equity Report appear on the Employee Equity History screen Complete the Job Function Citizenship and Type of Empl fields in the same manner for each column month on this screen Softline VIP EquiyUserManul 1 2006 Softline VIP Fields in the bottom centre section of this screen The lines for Department Paypoint Category Job Grade and Job Title are not
124. nce the Equity Codes are linked to Payroll Analysis Fields the information obtained from the Basic Employee Information screen IS will automatically update information on the Employee Equity screen EQ Below is a list of the Payroll Analysis Fields which can be linked to Equity Codes Payroll Analysis Fields Equity Codes IS Group Group Job Grade Workplace Job Title Province Category Occupational Category Department Occupational Level Pay Point Job Function If you do not link Equity Codes to Payroll Analysis Fields on this screen manual input will be required on the Employee Equity screen Softline VIP Equ UserManal 61 O 2006 Softline VIP Linking Equity Codes to Payroll Analysis Fields Fields at the bottom of the Company Equity screen Explanation Click in this field to select the applicable Payroll Analysis Field to link to e g IS Group Available Race Groups on the Basic Employee Information screen are A African C Coloured I Indian and W White Workplace If you intend to submit different Numerical Goal Plans or Numerical Target Plans according to different Workplaces this field must be defined Click in this field to select the applicable Payroll Analysis Field to link to e g Department If you intend to submit different Numerical Goal Plans or Numerical Target Plans according to different Provinces this field must be defined Click in this field to select the applicable Payroll An
125. ne VIP 2006 Softline VIP Employee Lookup List When entering the details in the Batch you may select for the list to display either by Employee Code or by Surname and Initials Employee Code If this option is selected the Lookup function within the Batch will display in Employee Code order Dot Enter will move between employees in the Employee Code order Surname and Initials If this option is selected the Lookup function within the Batch will display employee Surnames and Initials and the correct employee can be selected from the list Dot Enter will however still move between employees in Employee Code order DOT Enter refers to a dot after which you lt Enter gt Verify DOT Entry If the Verify DOT Entry option is selected Y ticked the next Employee Code on file will default during Batch Entry and stay on this Employee Code field if Dot Enter is used You may then accept the code or Dot Enter for another employee If this option is not ticked the cursor will be in the Data Entry field and you will not be able to verify the Employee Code 8 EquityUserManual Softline VIP 2006 Softline VIP The Batch Transaction Entry screen Steps to follow when doing Batch Input for all Active Employees 1 Employee Input is entered in the Enter Transactions area in the centre of the screen Enter the required Employee Code or click on the 2 for the lookup list to display Ferreira Gloria Mrs Molefe Z
126. ning should be allocated to assist the responsible managers to implement the Plan Step 8 Communicating the Plan The necessary role players will have to be informed about e The persons responsible for the implementation of the Plan e Where information regarding Employment Equity can be found e The objectives and date of the plan and e The roles and responsibilities of the people involved in the Employment Equity process Softline VIP EqutyUserMamul 29 2006 Softline VIP The Monitoring Phase Implementation and monitoring is an ongoing process that will include components of the previous phases such as consultation and awareness The responsible assigned managers will implement the Equity Plan during this phase Progress towards the set objectives will be evaluated monitored and reported on a continual basis The plan might also need to be reviewed at certain stages Step 9 Monitoring and evaluating the plan The managers responsible for Equity must implement mechanisms to monitor the progress made regarding the Equity Plan Reporting on such progress will also form part of this step Step 10 Reporting to the Department of Labour The number of employees employed by the company will determine how often Equity reporting needs to be done The information needed to complete the statutory Equity returns ranges from general information about the employer to the number of new employees promotions and terminations during the
127. nly formal outcomes need to be reported on Equity Training is training done specifically on the subject of Employment Equity providing the learners with enhanced understanding and knowledge regarding the Employment Equity Act its purpose aim and implementation Skills Training is training that is aimed at making the employee more skilled within his area of work and also provide him her with additional skills Linking Personnel History and Employment Equity Select Y tick the required option s Example Automatically Update from Personnel History Transactions Disciplinary Actions Equity Training Skills Training Once you have made the necessary selection s you will have to define which Codes in the Q Personnel History Module should update the Disciplinary Action Field the Equity Training and the Skills Training See Inserting Equity Codes into Personnel History Codes on page 74 for more information Softline VIP EqutyUserMamul 69 2006 Softline VIP Inserting Equity Codes into Payroll Analysis Fields After linking the Equity Codes to the Payroll Analysis Fields on the Company Equity screen as described in the section above you have to enter the Equity Code value onto the Payroll Analysis definitions It is necessary to translate each Payroll Analysis Field to the relevant Equity Code Example 1 The Equity Code Occupational Level has been linked to the Payroll Analysis Field Job Grade on t
128. omic Development by focusing on certain elements that have been highlighted in the respective Acts The common goal between the two acts is to develop and advance employees in particular those from Designated Groups as defined in the Employment Equity Act 174 EautyUserMamul Sine VIP O 2006 Softline VIP Backup and Restore Backup Options Backups must be taken at least once every Processing Period If the current data becomes corrupted or if you want to return to a Previous Period a Backup is the only way to retrieve this information Data can become corrupted as a result of computer viruses hardware problems such as a damaged hard disk or power failures while working on VIP Tax Year end Backups must be kept for at least 5 years There are three Backup Options Backup Options What is backed up When to use this Option Data for this Company Only data Files of the Use for regular Backups company in which you are This option is ideal for keeping currently working in separate Backups of separate companies Data for All Companies Data Files for all your Use for regular Backups companies in your VIP This option is ideal for keeping directory Backups for all companies together Data Files and Programs All Data and Program Files Essential before and after loading Updates Enhancements and at Tax Year end It is recommended that you keep at least three sets of period end Backups at all times for example if the C
129. or manager be assigned that will be responsible for the implementation of Employment Equity in the organisation Such a manager will also be responsible for consulting with the workforce representatives on the necessary Affirmative Action measures needed to address employment barriers that are hampering Designated Groups of employees within the company These Affirmative Action measures should e Promote diversity in the workplace e Establish reasonable accommodation for employees from Designated Groups and e Retain people from Designated Groups by implementing Training Policies that develop the skills of these employees 2006 Softline VIP Occupational Categories In the definition of Affirmative Action we mentioned that the employees from the Designated Groups that are suitably qualified must be equally represented in the Occupational Categories and Levels The employees Occupational Category provides more detail regarding the employees status in the workforce of South Africa The nine different Occupational Categories as supplied in Annexure 3 of the Regulations for the Employment Equity Act are e Legislators Senior Officials and Managers e Professionals e Technicians and Associate Professionals e Clerks e Service and Sales Workers e Skilled Agricultural and Fishery Workers e Craft and Related Trades e Plant and Machine Operators and Assemblers and e Elementary Occupations Occupational Levels The empl
130. oyees Occupational Level is an indication of the employees Level in the company The available Occupational Levels as supplied in Annexure 2 of the Regulations for the Employment Equity Act are e Top management e Senior management e Professional qualified and experienced specialists and mid management e Skilled technical and academically qualified workers junior management supervisors foremen and superintendents e Semi skilled and discretionary decision making and e Unskilled and defined decision making 20 Bay User Man Softline VIP 2006 Softline VIP Numerical Goals and Targets The Numerical Plan indicates the number of employees that the employer has set as a target to achieve at the end of the Current Employment Equity Plan Numerical Plans are split into two Numerical Goals to be reached at the end of the Equity Period e g October 2006 October 2011 and Numerical Targets to be reached at the end of the year following the Current Year e g October 2007 Numerical Goals can be set for any period from 1 to 5 years at the employers discretion which should be consistent from year to year e g in 2006 the company prepares Numerical Goals for 2011 Numerical Targets must be set for a 1 year period if the employer has more than 149 employees i e a Large Employer and a 2 year period if the employer has less than 150 employees i e a Small Employer For example in 2006 an employer should prepare
131. p management Senior manage Professionally qualified and experienced specialists and mid management Skilled technical and academically qualified workers junior management supervisors foremen and superintendents Semi skilled and discretionary decisionmaking Unskilled and defined decision making Total Permanent Non permanent employees GRAND TOTAL 8 EoutyUserMaml Softline VIP 2006 Softline VIP Actual Workforce Profile displayed as a Percentage per Occupational Level Refer to Actual Workforce Profile displayed in Numbers per Occupational Level above The Senior Management African Females in the company is 1 This makes up 50 of the total number of employees forming part of the Occupational Level for Senior Management The total number of employees for every Occupational Level will always be equal to 100 The percentage of for example Female African Senior Managers is calculated as follows The number of employees that form part of Female African Senior Managers 1 Total number of employees that form part of the Level 2 x 100 100 The percentage of employees as displayed on Report 50 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 29 08 2006 All employees including employees with disabilities as at 30 09 2006 Percentage ME AE Oe E PN A EE A E A Dyes nw m tA SE PRs E E D Pag a ONA Ae ARS Rel ch AS NE RE PRE
132. ployees Co 85 DE RC EX OR DE OC EC OC EC EEE EEE 1 1 EEE OR DE OC EC OC CEE EE jee OS ee e e EEE EEE EEE Fe e ee e P E A Employees are grouped according to Gender Male and Female and according to Race Group African Coloured Indian or White Foreign National Employees are displayed separately Non permanent employees are not split per Occupational Level or Occupational Category You have to populate the fields on these screens manually 222 EquityUserManual Softline VIP 2006 Softline VIP Softline Numerical Targets for the interim period Numerical Targets must be set for a 1 year period if the employer has more than 149 employees and a 2 year period if the employer has less than 150 employees For example in 2006 an employer should prepare a Numerical Target for 2007 if more than 149 employees are employed and a Numerical Target for 2008 if less than 150 employees are employed Four additional Numerical Target Plans for specific interim periods must be defined Enter the Target month and year e g 10 2007 This should be done every year for the next interim period Once you have entered a Target month and year the following options become available for selection namely e All Employees per Occupational Category e Disabled Employees per Occupational Category e All Employees per Occupational Level and e Disabled Employees per Occupational Level When you click on the Radio bu
133. ployer for Employment Equity purposes but still feel obligated to comply with the Employment Equity Act These employers can report to the Department of Labour on the progress made in terms of the Equity Plan on the first working day of October every second year Accessing the Employment Equity Reports Click on Equity Click on Employment Equity Reports Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans gt Employment Equity Reports Company Equity Screen Workplace Definitions Equity Global Activation Set Equity Group to IS Group The 3 Reports Menu will be displayed Select to print a Report by clicking on the desired Report then click on Print Several Standard Employment Equity Reports are listed on the 3 Reports Menu namely e Employment Equity Declaration Report EEA1 e Employment Equity Exception Report e Employment Equity Detail Report e Employment Equity Report EEA2 and EEA4 BbSoflineViP FquiyUserMaua I5 2006 Softline VIP A summanry of all the required Employment Equity Reports is provided below ent nero y employee ja ca A detailed explanation of the requirements for each Report follows 246 Equity UserManual RO Cine VIP 46 Equity User Manual 3 Softline VIP oftline VI O 2006 Softline VIP Employment Equity Declaration Report EEA1 This Repo
134. previous reporting period See Employment Equity Reporting on the next page for more information 2 Bay UseMaa SSoftline VIP 2006 Softline VIP Employment Equity Reporting An employer has a series of reports that have to be submitted to the Department of Labour for Employment Equity purposes The number of employees employed by the company will determine how often Equity reporting needs to be done The main purpose behind the VIP Employment Equity Module is to assist you in reporting to the Department of Labour by providing accurate information as required in the correct format Employers with 150 or more employees Large Employers Employers who employ more than 150 employees are required to report to the Department of Labour on the progress made in terms of the Equity Plan on or before the first working day in October every year Employers with less than 150 employees Small Employers Employers who employ fewer than 150 employees are required to report to the Department of Labour on the progress made in terms of the Equity Plan on or before the first working day in October every second year The Department of Labour would prefer that reports are submitted in even years g 2006 2008 2010 etc Employers who report on a voluntary basis There are certain employers that do not meet the definition of a Designated Employer for Equity purposes but still feel obligated to comply with the Employment Equity Act These emp
135. pted to enter your Login Name as well as your Password before gaining access to the selected company 40 yea SoftlineVIP 2006 Softline VIP The Second Entry screen This screen is displayed after you have selected a company and entered your password The Processing Period information and the number of 12 employees in the company are displayed on this screen This screen is for information purposes only and no changes can be made on this screen The VIP Main Menu Both the VIP Premier and VIP Classic Systems are Menu driven and the Main Menu is divided into logical areas From the Main Menu you select the area in which you want to work e g Equity for which further menu choices will be displayed VIP Premier Main Menu VIP Classic Main Menu i Softline VIP Payroll 5 x i Softline VIP Payroll 084 Equity Demo Co 23e 30 09 2006 07 of 12 84 Equity Demo Co 2 3e 30 04 2006 02 of 12 Softline VIP Softline VIP PREMIER CLASSIC On the Main Menu the system is power failure protected and your files are saved automatically It is therefore advisable to return to the Main Menu often while working on the system If you have a power failure while you are on the Main Menu your files will not be corrupted line VIP Equity User Manual 41 3 GOLING 2006 Softline VIP Understanding the Menu Options As soon as you have selected an area from the Main Menu the drop down Menu for that area will be displayed
136. quity screen contains the employer information that is required on the Employment Equity Reports The information at the top of this screen defaults from the Basic Company Information screen as well as the Employment Equity System screen and cannot be altered on the Company Equity screen At the bottom of the screen e You can link Equity Codes to Payroll Analysis Fields so that the information obtained from the Basic Employee Information screen IS will automatically update the information on the Employee Equity screen EQ e You may define whether Disciplinary Interviews and Training Transactions should automatically update the Equity Information You have to be licenced for the Personnel History Module to make use of this option Make sure that all your employees are linked to the relevant Payroll Analysis Fields e g Department Pay Point Job Grade etc on their Basic Employee Information screens IS Accessing the Company Equity screen Click on Equity Click on Company Equity screen Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports gt ie Workplace Definitions Equity Global Activation Set Equity Group to IS Group The Routing Code EQC can also be used to access the Company Equity screen from any of the employee s screens The Company Equity screen wil
137. r Female Coloured Legislators is calculated as follows The number of employees currently employed 0 The number of target employees 1 The number of employees over or under target 1 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 30 08 2006 All employees including employees with disabilities as at 30 09 2006 Variance numbers Sys ah BB wae Sy A Be Ae eh Ze HE kai ki E ue ate nn Ble he a Male Foreign Nationals TOTAL Occupational Category African Coloured Indian African Coloured Indian i Male Female Legislators senior officials and managers Professionals Technicians and associate professionals Clerks Service and sales workers Skilled agricultural and fishery workers Craft and related trades workers Plant machine operators and assemblers Elementary occupations Total Permanent Non permanent employees GRAND TOTAL 260 Euy User Man Bsoftline VIP 2006 Softline VIP The Workforce Profile printed as Variance and displayed as a Percentage per Occupational Category This Report indicates the percentage over or under target when the Current Workforce is compared to the Numerical Goal Plan The Variance Report above showed that the company is under target by 1 Female Coloured legislator The percentage value displayed calculates as follows The variance between the Current and Planned Workforce 1 The Target number of employees define
138. rade Codes are listed Job Grade A Job Grade A Job Gr B Lower Job Gr B Upper Job Gr C Lower Job Gr C Upper Job Gr D Lower Job Gr D Upper Job Gr E Lower Job Gr E Upper Job Grade F Select the Code you require by clicking on it and then click Select or double click on the Code you require Mandatory Fields Cyan a bright light blue colour is the colour used to highlight mandatory fields that must be completed before you will be able to close a screen Information must be entered for these fields and you will not be able to continue to the next screen or to close the current screen until these fields have been completed Field or Entry Field An Entry Field is a boxed field into which information may be entered If no information has been entered the Entry Field is blank If you have already entered information it will be displayed in the Entry Field Date of Birth 1972 09 28 Bay o In the example above the date is in the Entry Field and you may alter it but the 34 yrs is not in an Entry Field and you cannot alter it 00 Equity User Manual 3 Softline VIP O 2006 Softline VIP Index tabs These are the tabs shown immediately above the information on a screen where there is too much information to be shown on a single screen For example on the screen shown below the Index tabs are Summary Earnings Deductions Perks Tax Co Contr and Salary Cost Sep Payslips Clicking on an Index tab will Sum
139. ral managers divisional heads managers who provide the direction of a critical technical function postmaster superintendent dean school principal etc 2 Professionals Require a high level of professional knowledge and experience in the physical and life sciences or social sciences and humanities Main tasks Increasing the existing stock of knowledge applying scientific and artistic concepts and theories to the solution of problems and teaching about these Includes Engineers civil mechanical chemical electrical petroleum nuclear aerospace etc architects lawyers biologists geologists psychologists accountants physicists system analysts assayers valuators town and traffic planners etc 3 Technicians and Associate professionals Main Tasks Carrying out technical work connected with the application of concepts and operational methods in the physical and life sciences or the social sciences and humanities and teaching at certain levels Includes Computer programmers nurses physio and occupational therapists draftsmen musicians actors photographers illustrating artists product designers radio and television announcers translators and interpreters writers and editors inspectors and testers of electronic electrical mechanical etc products vocational instructors technicians medical engineering architectural dental physical science life science library etc pilots brokers designers quality
140. ries for the Batch or want to print the Batch before it is updated click on and the Batch will not be updated If you want to update the Batch immediately click on No The information is now updated to the selected employees Employee Equity screens Equity User Manual z VIP 2006 Softline VIP Softline List Batches The List Batches function shows you the status of the Batches and may be used to determine if any Batches still need to be updated Print Batches This option only allows you to print Batches that have not yet been updated so that you can check that all information is correct before you update the Batch The Batch will be printed after selecting the required printing options Verify Batch This option is used for correcting input errors in a Batch before it is updated Update Batch Only update a Batch once you are sure that the input is correct There are two options available when updating a Batch 1 Select the required Batch to update and click on Update 2 Select to update a Range of Batches by clicking on the Range of Batches button Classic User Manuals which you would have received when you purchased the VIP Payroll G For a detailed discussion of each of these options see the relevant section in the Premier or System Softline VIP EquiyUserMamud 103 2006 Softline VIP Employee Equity History screen On the Employee Equity History screen the Current Processing Period s information
141. rt can be used to obtain Equity information from employees for the purpose of assisting employers with conducting an analysis of the Workforce Profile This Report prints the EEA1 Employee Declaration form for each employee showing the Employee Code First Names and Surname The employee must provide you with the following information e Gender Male or Female e Race Group African Coloured Indian or White e Whether he she is a Foreign National e Whether he she is disabled and if so the nature of the disability The employee must sign that the information on the EEA1 is true and correct This Report may be used as input document from which these fields may be entered Example ISSUE DATE 29 08 2006 Co 85 Equity Demo Company EMPLOYEE DECLARATION CONFIDENTIAL Employee Code First Names Gloria Rachel Surname Ferreira Please indicate to which categories you belong Male Female African Coloured Indian White Foreign National Yes No If you are not a citizen by birth please indicate the date you I verify that the above information is true and correct Date Signature of Employee BsSoflineVP a FquyUseMaWa 147 2006 Softline VIP Employment Equity Exception Report The Employment Equity Exception Report provides a list of the employees with incomplete mandatory Employment Equity information The Report shows all the fields required when reporting for Equity and must be printed and che
142. rvice Module Career History Reminder Screen Employee Skills Screen Family Information fre Company Skills Screen General History ining Interview History Workplace Skills Plan Notepad Screen Problem History Qualification Date Recog for Prior Learning Reminder Date Membership Date d MSP Membership Information EQC Company Equity Screen EQH Employee Equity History EQ Employee Equity Screen EQP Equity Plans You may click on the Routing Code of the screen you want to go to and then click on to move directly to that screen or double click on the Routing Code ki EC Employment Equity Routing Codes code Description OOS EQC oo Company Equity screen EQH Employee Equity History screen EQ sd Employee Equity screen 46 Equity UserManual 9 oftline VIP ine VIP 2006 Softline VIP Softline Toolbar buttons The Toolbar buttons at the top of the employee screens give access to other screens that are frequently used while working in the Employment Equity Module Toolbar buttons on the left hand side of the screen LI a bf Le NI Xx These buttons allow you to move to the same screen for different employees To use Routing Codes instead type the Code in the Routing box at the bottom of the screen and press lt Enter gt Below is an explanation of each Toolbar button and related Routing Code M or F First Employee on file This w
143. s Elementary Occupations 4 4 4 4 4 Ex l Hm Lo UI m MES TOTAL PERMANENT 9 4 4 4 Non nermanent emolovees A A A A M A A al al afro T E Close Softline VIP EquiyUseMaual 125 2006 Softline VIP Printing the Current Workforce Profile for the Zero Plan When you select to print the Current Workforce Profile Report the following options are available for selection Include Type 1 Using C All Employees Actual Numbers Disabled Empl isabled Employees Cane C Percentage C Both Reports To see what the actual workforce looks like as at the current date the following selections have to be made e All Employees e for Type Actual e using Numbers Details of all of the above selections as well as the procedure for printing Reports are explained in Chapter 6 in this User Manual After the above selctions have been made the following reports will be printed e All employees per Occupational Category e All employees per Occupational Level e All employees per Job Function Core Operational per Occupational Level and e All employees per Job Function Support per Occupational Level 126 EoutyUserMamd Softline VIP 2006 Softline VIP All employees per Occupational Category 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 29 08 2006 1 employees including employees with disabilities as at 30 09 2006 SOTI EI SERE iS SS SS Se eS See ee RI Se See E O eee
144. s Fields from page 62 onwards for more information If it is not linked to a Payroll Analysis Field you must select the relevant Occupational Category here Click on the down arrow for the list of options to be displayed in the Combo box Available options are Legislators Senior Officials and Managers Professionals Technicians and Associate Professionals Clerks Service and Sales Workers Skilled Agricultural and Fishery Workers Craft and Related Trades Plant and Machine Operators and Assemblers or Elementary Occupations Select the applicable option Occupational Level is a mandatory field If it is linked to a Payroll Analysis Field on the Company Equity and Basic Employee Information IS screens it will automatically be populated and you will not be able to select an Occupational Level here See Linking Equity Codes to Payroll Analysis Fields from page 62 onwards for more information If it is not linked to a Payroll Analysis Field you must select the relevant Occupational Level here Click on the down arrow for the list of options to be displayed in the Combo box Available options are Top management Senior management Mid management Junior management Semi skilled or Unskilled Select the applicable option Equity User Manual 3 Softline VIP O 2006 Softline VIP Disciplinary Actions Equity Training Softline VIP Job Function is a mandatory field If it is linked to a Payroll Analysis Field
145. s have been used in the above Report T R Total Remuneration No W Number of Workers T W in C Total Workers in Category 270 Ey User Man Softline VIP 2006 Softline VIP D Softline VIP Chapter 7 General Information In this Chapter e The Relationship between Employment Equity and Skills Development Backup and Restore Rebuild File Index 3 Softline VIP Equity User Manual 171 O 2006 Softline VIP 172 Equity User Manu coftline VIP 2006 Softline VIP Softline VIP General Information Familiarise yourself with the information discussed in this chapter as you may need to use this information from time to time The following general topics are discussed here namely e The Relationship between Employment Equity and Skills Development e Backup and Restore procedures and e Rebuild File Index The Relationship between Employment Equity and Skills Development Employment Equity and Skills Development Diagram Skills Development Employment Equity Collective Goal SDL uplifts the Develop and advance EE ensures that skills of such employees particularly Designated Designated Designated Groups Groups are Groups employed at the company Designated Groups 4 Softline VIP EquiylsrMaal 173 2006 Softline VIP Skills Development The essential purpose of the Skills Development Act is to uplift the skills of the South African Workforce by promoting on the job training for employees in
146. s with disabilities only per Occupational Category e Numerical Target Plan for all employees per Occupational Level e Numerical Target Plan for employees with disabilities only per Occupational Level 166 Bay User Man SO tiie VIP 2006 Softline VIP Example Numerical Goal Plan for all employees per Occupational Category 85 Equity Demo Company EEA2 F QUALITATIVE ASSESSMENT R711 Printed on 30 08 2006 Numerical goals a E O en ae n AE a An SR a NE n Su n Ak NE E wn A a Sra a n RR ak A A A A rg A A Sy Aa A fen tah aie A AE pa RN po Sn oe te nw ya YO All Employees Male Female White Male Foreign Nationals TOTAL Occupational Category African Coloured Indian African Coloured Indian White Male Female Fo n PL age O a PO Sag a a e o nk ait fo tak a Mag o gt A a O mo o el Tigh SoM A o San uta Og NS a ke YE et ek Vl E ge Sag a a OSD dl Fo nd NA Br si a n ts ig a me Sah e Y O AP ot Da pt a Baa Legislators senior officials and managers 1 0 0 0 1 1 1 0 0 0 4 Professionals 0 0 J 0 0 1 0 0 0 0 2 Technicians and associate professionals I 1 0 0 0 1 0 0 0 0 3 Clerks 0 2 0 0 0 0 0 0 0 0 2 Service and sales workers 0 0 0 0 0 0 0 0 0 0 0 Skilled agricultural and fishery workers 0 0 0 0 0 0 0 0 0 0 0 Craft and related trades workers 0 0 0 0 0 0 0 0 0 0 0 Plant machine operators and assemblers 0 0 0 0 0 0 0 2 0 0 2 Elementary occupations 0 0 0 0 0 0 0 0 0 0 0 Tot
147. screen A Y tick in the Tick box next to the description Employment Equity on this screen indicates that you are licenced to use this Module Your VIP Consultant will license the Employment Equity Module upon Installation of the VIP Payroll and or Personnel History System s If you have purchased the Employment Equity Module after implementation of the VIP Payroll and or Personnel History Systems you will have to obtain an access code from the VIP Call Centre or from your VIP Consultant in order to license this Module The Licenced Module screen is accessed via the Initial Entry screen To access the Licenced Module screen Click on on the Initial Entry screen Click on Licenced Modules The following screen which shows the details of the Licenced Module screen will be displayed A tick in the Tick box next to the description Employment Equity on this screen indicates that you are licenced to use this Module Iv None y LI Li LI LI M M LI Li M M line VIP Equity User Manual 11 3 SOTIN 2006 Softline VIP 12 Equity User Manual 2006 Softline VIP Softline VIP D Softline VIP Chapter 2 The Employment Equity Act In this Chapter Introduction to the Employment Equity Act No 55 1998 e Terminology Employment Equity Planning and Reporting 3 Softline VIP Equity User Manual 13 O 2006 Softline VIP 14 Equity User Manual 2006 Softline VIP Softline VIP Introdu
148. service of an Employer This will have the effect of improving productivity in the workplace the quality of life of workers as well as promoting self employment Skills Development also has the effect of improving an employee s chance of promotion as well as making it easier for employees that become unemployed to re enter the job market as they are better skilled The employer will set up a Workplace Skills Plan WSP aimed at addressing the Actual Training needs of the company in order to develop and uplift the skills of the employees The quality of the Workplace Skills Plan is dependent on the fact that the necessary Human Resource processes are in place at the company Employment Equity The main aim of the Employment Equity Act is to address the history of discrimination against race disability or gender in South Africa by implementing Affirmative Action measures targeting Designated Groups of employees For Employment Equity purposes the company sets up the Numerical Goals and Targets creating an environment at the company that will make the Workplace Skills Plan meaningful The Non numerical Goals from an Employment Equity point of view should be aimed at closing gaps between the existing Human Resource processes and those necessary for drawing up a meaningful Workplace Skills Plan WSP The Collective Goal of Employment Equity and Skills Development Both the Skills Development and Employment Equity Acts have the aim of advancing Econ
149. ssic 2 3e or Premier 2 3e may access previous Numerical Goal Plans from the Old Numerical Goal Plans screen New users of the Employment Equity Module from version 2 3e onwards will not make use of this option Accessing the Old Numerical Goal Plan s from the Main Menu Click on Equity Click on Old Numerical Goal Plans Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Employee Equity Screen Employee Equity History Screen Numerical Goal Plans Old Numerical Goal Plans Employment Equity Reports Company Equity Screen Workplace Definitions Equity Global Activation Set Equity Group to IS Group Click on the 2 next to the Plan Number field Plan Number E Select the required Plan from the list provided 116 EoutyUserMamd Bsoftline VIP 2006 Softline VIP The Old Numerical Goal Plan will be displayed 085 Equity Demo Co Employment Equity Numerical Goal 30 09 2006 07 of 12 2 e Jape Re mm D LL CI LLL LL Adding Numerical Goal Plans and Numerical Target Plans in VIP Numerical Goal Plans and Numerical Target Plans have to be defined on the Employment Equity Numerical Goals and Targets Selection screens Accessing Numerical Goal Plans and Numerical Target Plans from the Main Menu Click on Equity Click on Numerical Goal Plans The Numerical Goals and Targets Selection screen will be displayed 085 Equity Demo Co Employment Equity Numerical Goal 3
150. ssic directory in which you are working e g C Classic To Device The drive path where the Backup file should be written must be selected from the two pre defined Device options as specified on VIP s Hardware screen After selecting the required Device click on to proceed with the Backup The following warning message will be displayed Data on the media that you use will be overwritten Click on to proceed with the Backup or click on Cancel Cancel to abort the Backup 280 Bay User Man Bboftline VIP 2006 Softline VIP Restore Options The Restore Options that correspond to the Backup Options are e Data for this Company e All Data Files and e All Files on Backup If you have made a Full System Backup it is still possible to extract a single company from the Backup Always phone the VIP Call Centre for assistance with restoring a Backup DSoftiine VIP EquiyUserMaud l8l 2006 Softline VIP Rebuild File Index Power failures and power surges can corrupt the indexes to the VIP Data Files In such cases the Re Index File routine may be used to attempt to rebuild the index of each File Accessing Re Index Files Click on Utilities Click on Re Index Files Company Employee Payroll Leave Reports Interfaces Utilities HRM Equity Skills ESS Exit Start New Period Backup gt Restore Format Disks Re Index Files Purge History A message will appear indicating that it is advisable to m
151. st be used to automatically update Equity Transactions Ensure that Payroll Analysis Fields amp Personnel History Fields linked for Equity purposes are translated to the correct Equity information Employee Input Activate the Employee Equity screen and update the information by means of e Individual Input on each employee s screen or e Batch Input to update Equity information for all employees Update the Employee Equity History screen by means of e Individual Input on each employee s screen and or e Global Activation to update the Equity Remuneration field on this screen Global Activation of Personnel History fields if applicable FS Define Workplace Definitions a i 38 Equity User Manual 3 Softline VIP O 2006 Softline VIP Define the Numerical Goals and Targets Generate a Zero Plan for printing purposes and print the Employment Equity Report for the Current Workforce Profile Print the Standard Employment Equity Reports e g the Equity Declaration Equity Exception and Equity Detail Reports as well as the Statutory Employment Equity Reports EEA2 and EEA4 j Employment Equity Reports m A detailed discussion of each of these steps will follow in this Manual 3 Softline VIP Equity User Manual 39 O 2006 Softline VIP Accessing the VIP System To access the VIP System double click on the applicable VIP icon on your desktop e g LA VIP or Fl ud VIP Premier VIP Classic This will op
152. tative Assessment ii se as sestaetneoteosooseosooonon 166 EEA2 Section G Numerical Goals sis ennemie kk a a a tk at n kk Ek n n Ga n A 166 EEA4 Section A Employer Detail ee ke pe sat pt et e e ka e a ka e e n l e ie l l e en vente 169 EEA4 Section B Income DifferentialS occooncconiconnconinononcncnnccanonarnnncnn nono no nano nana nana narennrannrnananans 170 Employee Equity History SChECN cata cnt a po oran a Lola 104 Employee Equity Seen amande kr ra ka 84 Employee INPUT OVERVIEW kuiv ni dote sw e od kot ak aka e e a n a 83 Employment Equity Declaration Report EEAT L0 Lit tat eataa ata tat sasstasatssanasssossssssoosasssnaansanonnons 147 Employment Equity Detail Report cccccccsecssecceesceessnessneceeeonsecnessneseeesesaeessnesoneecaesenesenssensoess 149 Employment EQUI Diada 35 Employment Eg ity EXcepulOn REDON urinaria A A A A 148 EmployMentrEQUIY OYE FWON inicio ki at n na lta kk ak ak a a Ma a kk ak a a a an e a a e e kk kn kk ak 35 Employment Equity Planning and Reporting inner 23 Employment Equity Reference map tt etan ta kana taa aa aaa at sa nana assatasaaassennesnaosesonsennasonneosonsonnna 37 Employment Equity Reference Number cccscecssccsseecsseeseeseseeeceeesaneesseesaneesaeesoensesseesagessaaesaaneass 53 Employment Equity Reporting ee ef eta tn ds 27 Employment Equity Reports Selection screen ii tesasasasesnerasenoaonnooon 151 Employment Equity ROUTING COMES nn rte ne oka a daha aa
153. technical and business services etc 6 Skilled Agricultural and Fishery Workers Main Tasks Growing crops breeding or hunting animals catching or cultivating fish conserving and working in forests selling agricultural and fishery products to purchasers Includes Farmers growers planters viticulturists winemakers skilled horticultural workers green keepers skilled fishermen women etc 7 Craft and Related Trades Requires knowledge of trades and handicrafts understanding of materials and tools and all stages of the production process typically journeymen women who have received extensive training Main Tasks Extracting raw material constructing buildings making products and handcraft goods Includes Miners quarrymen stoneworkers bricklayers stonemasons carpenters shop fitters plasterers plumbers electricians painters mechanics glassblowers locksmiths sheet metal workers etc 8 Plant and Machine Operators and Assemblers Require the knowledge and experience to operate and monitor large scale automated industrial machinery Main Tasks Operating and monitoring of mining processing and production machinery and equipment driving vehicles and operating mobile plant assembling products from components Includes Truck and tractor drivers bus drivers paving surfacing and related occupations roofers photographic processors sound and video recording equipment operators those in apprenticeship training text
154. tegory field in the 2006 Aug column An Occupational Category Selection screen will be displayed Click on the applicable option You will be prompted to complete all columns months on this screen for this field by using the Selection screen options 084 Equity Demo Co Employee Equity History Screen 30 09 2006 07 of 12 u all lein Bm Mrs D Seloro Engaged 01 06 2005 2006 2006 A 2006 2005 0 o Occupational Category 1 Mngrs Legis 2 Professionals 3 Techn Assoc Profess 4 Clerks 5 Sery amp Sales Workers 6 Agric amp Fish Skilled 7 Craft amp Related Trades 8 Pint amp Mach Op amp Assm 9 Elementary Occupation Occup Category Occup Level Job Function TTL AEREA AEREA E a a E a CPES Equity e 13100 Remuneration Press Tab to move from one field to the next The option selected in the first column will default in the next column etc You may accept the default selection or select the applicable option for each column month on this screen on the Equity History screen In this example the 2006 Sep column is therefore inaccessible and lowlighed To make changes to the fields in this column you must access the Employee Equity screen EQ and make the necessary changes there Q Current Period information defaults from the Employee Equity screen and cannot be altered 206 Euy User Man Bsoftline VIP 2006 Softline VIP Example 2 Updating the Occupatio
155. the Equity Plan e Batch Transaction Entry to globally update Equity fields e Recording and updating of Numerical Goals and Targets e Printing of all Statutory Reports EEA2 and EEA4 as required by the Department of Labour e User defined Reports to disclose all the relevant information for the successful implementation of Numerical Goals and Targets and e Monitoring and evaluating the progress of your Equity Plan against Numerical Goals and Targets defined within your Employment Equity Module This Reference Manual will guide you through all the important aspects of Employment Equity as covered in the VIP Employment Equity Module B softineVIP Equity User Mama 3 O 2006 Softline VIP Support Tools If you have any queries relating to your Employment Equity Module or experience any problems while capturing information you can get support in various ways You can refer to your User Manual that you obtain when purchasing the Employment Equity Module This fully detailed User Manual guides you through all the necessary steps for the successful implementation development planning and monitoring of Employment Equity in your company and introduces you to all the features of this Module One of VIP s most valuable services is Classroom Training The Employment Equity Workshop has been developed to provide you with detailed updated Employment Equity information and practical hands on guidance in using this Module Contact your nearest VIP
156. the National Academy of Intelligence Ye w Ye w Y ee Ye w Ye w This definition is taken from the Employment Equity Act No 55 of 1998 BbSoftineVIP Equiylser Maa 19 2006 Softline VIP Schedule 4 of the Employment Equity Act Turnover threshold applicable to Designated Employers Sector or subsectors in accordance with the Standard Industrial Total Annual Classification Turnover Agriculture R 2 00 Million Mining and Quarrying R 7 50 Million Manufacturing R 10 00 Million Electricity Gas and Water R 10 00 Million Construction R 5 00 Million Retail and Motor Trade and Repair Services R 15 00 Million Wholesale Trade Commercial Agents and Allied Services R 25 00 Million Catering Accommodation and other Trade R 5 00 Million Transport Storage and Communications R 10 00 Million Finance and Business Services R 10 00 Million Community Special and Personal Services R 5 00 Million Designated Groups Designated Groups mean black people i e Africans Coloureds and Indians women and people with disabilities who are natural persons and e Are citizens of the Republic of South Africa by birth or descent or e Are citizens of the Republic of South Africa by naturalisation before the commencement date of the Constitution of the Republic of South Africa Act of 1993 i e 27 April 1994 or e Became citizens of the Republic of South Africa after the commencement date of the Constitution of the Republic o
157. the Statutory Employment Equity Reports EEA2 and EEA4 j Employment Equity Reports m Softline VIP Equ y User Manual 189 2006 Softline VIP Employment Equity Legislation In this section the Employment Equity Act and Amendments have been provided in summary form only The full Employment Equity Act and Amendments as well as the Codes of Good Practice and other Equity related documents can be obtained from the Department of Labour s website at www labour gov za Summary of the Employment Equity Act No 55 of 1998 This summary is provided in form EEA3 of the Amendment to the Employment Equity Act 18 August 2006 Gazette No 29130 1 Chapter I Definition purpose interpretation and application 1 1 Purpose of the Act Section 2 The purpose of this act is to achieve equity in the workplace by a b Promoting equal opportunity and fair treatment in employment through the elimination of unfair discrimination and Implementing affirmative action measures to redress the disadvantages in employment experienced by designated groups to ensure their equitable representation in all occupational categories and levels in the workforce 1 2 Application of the Act Section 4 a b c d e 190 Chapter II section 5 11 applies to all employers and employees Chapter III section 12 27 applies to designated employers and people from designated groups A designated employer means a
158. tion positions are mainly for revenue generation e g production sales etc Support Function positions provide infrastructure and other enabling conditions for revenue generation e g human resources etc This definition is taken from the Amendment to the Employment Equity Act 18 August 2006 Gazette No 29130 Guidelines to the Workforce Profile report Jobs in the organisation must be classified as either a Core Operation Function or a Support Function Employees fall within one of these two Functions Softline ViP Equiylser Maua 17 2006 Softline VIP Workplace Workplace means the place or places where the employees of an employer work If an employer carries on or conducts two or more operations that are independent of one another by reason of their size function or organisation the place or places where employees work in connection with each other s independent operation constitute the workplace for that operation This definition is taken from the Amendment to the Employment Equity Act 18 August 2006 Gazette No 29130 The following will apply in practice e If the workplace is a separate legal entity separate Equity Reports should be submitted e If the workplace is not a separate legal entity the holding company can decide to submit one consolidated Equity Report or submit per workplace e If the company decides to consolidate the Equity Reports only the consolidated Reports should be submitted to the
159. to in the economy redress the disadvantages in employment b achieving a substantial change in the racial experienced by designated groups in order to composition of ownership and management ensure their equitable representation in all structures and in the skilled occupations of Occupational Categories and Levels in the existing and new enterprises workforce c increasing the extent to which communities workers cooperatives and other collective enterprises Own and manage existing and new enterprises and increasing their access to economic activities infrastructure and skills training d increasing the extent to which black women own and manage existing and new enterprises and increasing their access to economic activities infrastructure and skills training e promoting investment programmes that lead to broad based and meaningful participation in the economy by black people in order to achieve sustainable development and general prosperity f empowering rural and local communities by enabling access to economic activities land infrastructure ownership and skills and g promoting access to finance for black economic empowerment 30 Bay User Man Softline VIP 2006 Softline VIP Employment Equity ensures that the workforce of a company is a true reflection of the population of South Africa Black Economic Empowerment does not focus on the workforce of a company but the ownership or stockholders While Emplo
160. to the CEO and e Have key Equity outcomes in their performance contracts These managers need the necessary authority time and budget to be able to fulfil their responsibilities Softline ViP Equity UserManual 2 2006 Softline VIP Step 2 Communication Awareness and Training Employees need to be made aware of information such as the process to be followed by the company to implement and maintain Employment Equity as well as the importance of the participation of the employees in this process Communication can be handled in different ways such as e Pamphlets e Newsletters e Workshops e Videos and e Training sessions Step 3 Consultation Consultation should start as early as possible in the process Proper consultation includes e Meeting and reporting back to employees as well as management and e Reasonable opportunity for employee representatives to meet with the employer There must be adequate time allowed for each of these steps Step 4 Conducting an Analysis The employer s policies practices procedures and working environment will be analysed to identify under representation of employees from Designated Groups as well as the factors that can assist in promoting Employment Equity in the workplace The employer will start with extracting information such as the current workforce employed in the company This will be compared to the statistics of the demographical area as well as the workforce profiles of
161. tte no 29130 Note that these guidelines are currently under review by the Department of Labour Equity Remuneration is calculated automatically by the system Example of a completed Employee Equity screen 084 Equity Demo Co Employee Equity Screen 4 gt uf fcln x s Epejw oe sa 1010 Mrs D Seloro Engaged Citizenship iz For Equity Non Permanent Employees work less than 24 ba i s Months ity Pei Type of Employment hours per Month or less than 3 continuou Occupational Category mont Occupational Level Middle Management a Job Function Core Operational El Disciplinary Actions No entry allowed Updated from Personnel History Module Equity Training No entry allowed Updated from Personnel History Module Skills Training No entry allowed Updated from Personnel History Module Equity Remuner ation 13100 00 D Equity UserManual Softline VIP 2006 Softline VIP Batch Entries Input does not always have to be done directly on an employee s screen Batch Input is a time saving utility that allows you to do input for a number of employees without going to each employee s screen individually All input is done on one centralised screen and the information is then updated to the relevant screens e g the Employees Payslip screens or the Employees Employment Equity screens etc Before entering data using Batches the Batch Layouts which are to be used need to be defined You may stipulate that B
162. tton next to an option the new Numerical Target Plan Entry screen for that selection will be displayed Example of defining Numerical Target Plans in VIP Numerical Targets for the interim period up to Fi Numerical Targets for the interim period up to ay C All employees per Occupational Category All employees per Occupational Category Disabled employees per Occupational Category Disabled employees per Occupational Category C All employees per Occupational Level All employees per Occupational Level C Disabled employees per Occupational Level Disabled employees per Occupational Level Numerical Targets for the interim period up to a 4 a Numerical Targets for the interim period up to E All employees per Occupational Category C All employees per Occupational Category Disabled employees per Occupational Category Disabled employees per Occupational Category All employees per Occupational Level C All employees per Occupational Level Disabled employees per Occupational Level C Disabled employees per Occupational Level The procedure that you have to follow to enter the details for each Numerical Target Plan is the same as the procedure for entering details for Numerical Goal Plans Refer to the section above for more information Softline VIP EquiylserManal a 2006 Softline VIP Interpretation of a Numerical Goal or Target Plan Entry screen Example Numerical Goal Plan Entry screen for A
163. ual Workforce Profile displayed in Numbers per Occupational Category 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R711 Printed on 29 08 2006 1 employees including employees with disabilities as at 30 09 2006 ke Free TAS re A ere users Ea po IT ai n ee ee MS See ie ee Eee A Sa e became Male Female White Male Foreign Nationals African Coloured Indian African Coloured Indian White Male Female Legislators senior officials and managers Professionals Technicians and associate professionals Clerks Service and sales workers Skilled agricultural and fishery workers Craft and related trades workers Plant machine operators and assemblers Elementary occupations Total Permanent Non permanent employees GRAND TOTAL 156 EoutyUserMaml Softline VIP 2006 Softline VIP Actual Workforce Profile displayed in Numbers per Occupational Level 85 Equity Demo Company EEA2 B WORKFORCE PROFILE R 11 Printed on 29 08 2006 employees including employees with disabilities as at 30 09 2006 Ro pe PP SO en ge ee de NS Aor de ee Spree NS AD Sie ope ALS ee A RS rege Be Sete he ern ANS Reo e ee Female White Male Foreign Nationals African Coloured Indian African Coloured Indian White Male Female Top management Senior management Professionally qualified ana experienced specialists and midmanagement Skilled technical and academically qualified workers
164. urrent Processing Period is in July it is recommended to have Backups available for June May and April For Wages companies also have a Backup for each week and one for month end The Numerical Goal Plans and Numerical Target Plans are located in specific program files It is imperative to Backup these files for Employment Equity purposes Please take note that you therefore HAVE TO select either the Data for All Companies or Data Files and Programs Backup options when making a Backup Making a Data Backup for a single company does not include the Numerical Goal Plans and Numerical Target Plans Softline VIP EquiylserManual 175 2006 Softline VIP Guidelines for Stiffy CD and Flash Disk Backups When using Stiffy disks as Backup medium make sure that you have enough disks formatted before you start your Backup Do not use the same disks over and over Use different disks for each Backup set When using CD s as Backup medium you must have the following in place before following the normal Backup procedure e ACD Writer e Are writable CD and e ACD program that can format CD s When using Flash Disks as Backup medium bear in mind that certain brands of Flash Disks are designed to format automatically before a Backup is made i e the information that was on the disk originally will be overwritten Familiarise yourself with your brand of Flash Disk before using it as Backup medium for the first time Give the Backup a meanin
165. vely low elementary levels of Knowledge and experience to perform simple and routine tasks using hand held tools in some cases physical effort and limited personal initiative Main Tasks Selling goods in streets door keeping and property watching cleaning washing pressing labourers in mining agriculture fishing construction and manufacturing Includes News and other vendors garage attendants car washers and greasers gardeners farm labourers unskilled railway track workers labourers performing lifting digging mixing loading and pulling operations garbage collectors stevedores sweepers char workers etc 286 Bauiy User Man Bboftline VIP 2006 Softline VIP Table of Occupational Levels This table is supplied in Annexure 2 to the Regulations for the Employment Equity Act Castellion Peromnes E Upper E Lower D Upper D Lower C Upper C Lower B Upper B Lower Semantic Scale Top management Senior Management E N Professionally qualified experienced specialists and mid management ha pa O Hm Skilled technical and academically qualified workers junior management supervisors foremen superintendents E H pa pa ol HB U E E CON O gt mm m O NIAAA U N e N O Semi skilled and discretionary decision making Unskilled and defined decision making Softline VIP EquiyUserMamud 187 2006 Softline VIP Checklist when implementing Employment Equity in VIP
166. w what the Routing Code is click on the Li button in the toolbar at the top of the screen to display the Routing Codes The Routing Help screen shows the Codes which can be used to move between an employee s screens Two Index tabs are displayed at the top of the screen Basic Employee Info MEM Memo Screen MOC Define Methods Payslip Screen j f jf e Calculation Field Definitions MAD Anniversary Date Deduction Definitions M i initi Hours Definitions List by Earning Deduction Computex Dataway Own Scre Company Contributions Shifts Worked Screen Compass i en On this screen you will find two Index tabs indicating that there are two screens from where Routing Codes may be selected namely e Payroll and e HRM Equity Skills ESS Routing Codes for Payroll Options as well as Memos System Definitions Job Information HCC and Leave Options are displayed on the 1 Index tab Payroll Routing Codes are discussed in detail in the VIP Premier and VIP Classic User Manuals which you would have received when you purchased the VIP Payroll System For Equity Routing Codes click on the 2 Index tab HRM Equity Skills ESS ftline VIP Equity User Manual 45 3 so i 5 2006 Softline VIP The HRM Equity Skills ESS Index tab on the Routing Code screen displays the Routing Codes for the Personnel History Options Reminders Skills Options Employment Equity Options as well as the options for the Employee Self Se
167. will have to define which Codes in the Personnel History Module should update the Disciplinary Action field the Equity Training and the Skills Training Accessing the Personnel History System Description Codes Clickon HRM Click on Personnel History Click on System Codes Click on Training Codes for Equity or Skills Training or Click on Interviews for Disciplinary Actions Company Employee Payroll Leave Reports Interfaces Utilities HRM Personnel History es Training Codes planned Training VI Equity UserManud Softline VIP 2006 Softline VIP Softline Example of Training Codes linked for Employment Equity ABET Excel Basic Word Advance Click on the required Course Code NS Equity Consult e g E AWA for Equity Awareness Adv Management Bas Management Machine Operat Codes that have already been linked are marked with an asterisk The Training Course Detail screen will be displayed Eauity Awareness OOOO O Eau Awarenes Not Yet Defined o NA ooj informa O 5 ou 35 CS 5 af Fouy Teaming Click on the next to Link for Equity Reporting The Link Equity Codes List box will be displayed Link Equity Codes Click on the applicable option e g Equity Training Equity Trainina Skills Training Not Used Disciplinary Action Equity User Manual 75 3 Softline VIP 2006 Softline VIP Example of Interview Codes linked for Employment Equity COUN pace Counsel iscip Dispute
168. y e Update Training and Disciplinary flags from Personnel History This option is available only if you are licenced for the Personnel History Module When you select this option the Disciplinary Equity Training and Skills Training fields will be updated according to the dates in the applicable Personnel History Transactions Current and Previous Periods will be updated on the Employee Equity and Employee Equity History screens respectively Select Y tick the option s you require Click on Continue The following selections will be displayed Apply these changes for Make your selection and click Continue Continue Close Changes can be applied to all employees in the company or to a specific group of employees in the company e g employees in a specific Category Pay Point Department or Job Grade Make the required selection and click on Continue Softline VIP EquiylserMaal 113 2006 Softline VIP The following message will be displayed Q Are you Sure that this is correct If you click on Yes the records for the employees which you have selected will be updated If you click on Nol you may change your selections If you click on Cancell no changes will be applied and you will be returned to the Main Menu A yea SoftlineVIP 2006 Softline VIP Numerical Goals and Targets The procedure that has to be followed when defining Numerical Goals and Targets is discussed in Chapter 2 After follow
169. y qualified employees from designated groups have equal employment opportunity and are equitably represented in all occupational categories and levels of the workforce b Such measures must include Identification and elimination of barriers with an adverse impact on designated groups Measures which promote diversity Making reasonable accommodation for people from designated groups Retention development and training of designated groups including skills development and Preferential treatment and numerical goals to ensure equitable representation This excludes quotas c Designated employers are not required to take any decision regarding an employment policy or practice that would establish an absolute barrier to prospective or continued employment or advancement of people no from designated groups Consultation section 16 and 17 A designated employer must take reasonable steps to consult with representatives of employees representing the diverse interests of the workforce on the conducting of an analysis preparation and implementation of a plan and on reporting to the Director General Disclosure of information Section 18 To ensure meaningful consultation the employer must disclose relevant information to the consulting parties subject to section 16 of the Labour Relations Act 66 of 1995 Equity User Manual 3 Softline VIP O 2006 Softline VIP 3 5 Analysis Section 19 A designated employer must conduct an
170. y screen Global Activation Numerical Goals and Targets Y w X e lt e SS e S e Y w 2006 Softline VIP 82 Equity User Manual 2006 Softline VIP Softline VIP Employee Input Overview Employee Input is the second fundamental area for the successful implementation development planning and monitoring of Employment Equity in your company using VIP s Employment Equity Module Employment Equity Module Company Parameters EE Contact Person screen Company Equity screen Employee Input Employee Equity and Equity History screens Defining Numerical Goals and Targets etc El Reports Statutory EEA2 EEA4 and other general parameters etc Employment Equity Reports After the Employment Equity System screen has been defined certain general parameters have been specified and the Company Equity screen has been set up with the applicable linking of Equity Codes to Payroll Analysis and Personnel History Fields you are ready to proceed with input on Employee Level Employee Input can be categorised into the following areas namely e Activating the Employees Equity screens e Batch Entries to the Employee Equity screens e Updating the Employees Equity History screens e Global Activation and e Defining Numerical Goals and Targets All of these options will be discussed in this chapter Softline VIP EqutyUserMamul 83 2006 Softline VIP Employee
171. yers to assist them to relate their current Job Grading System to the Equity Occupational Levels If your organisation doesn t use one of the Job Grading Systems shown in the table nor a customised system linked to one of these use the Semantic Scale for guidance in determining Occupational Levels within your organisation Equity User Manual 3 Softline VIP O 2006 Softline VIP Table of equivalent Occupational Levels which may be used to relate a Job Grading System to the Equity Occupational Levels as supplied in the Regulations for the Employment Equity Act Semantic Scale VIP Top management Senior Management Paterson Peromnes Hay F A 1 1 2 E Upper E Lower Professionally qualified experienced specialists and mid management D Upper D Lower Skilled technical and academically qualified workers junior management supervisors foremen superintendents C Upper C Lower Men m N E OJ Semi skilled and discretionary decision making B Upper Ra pa UI A B Lower E dm Unskilled and defined decision making N Oo a gt Softline VIP EquiylseriMaua 67 2006 Softline VIP The Job Function Equity Code can be linked to any Payroll Analysis Field e g Occupational Level is linked to Job Grade and Job Function can also be linked to Job Grade When you click in the Job Function field the Job Function Code may ny of the following Payroll Analysis Codes Eix
172. yment Equity addresses the issue of unfair discrimination against employees BEE increases the participation of black people in the economy of South Africa Employment Equity Reports will generally be compiled and submitted by the HR Finance departments whereas BEE has completely separate reporting requirements and is usually dealt with by Top Level Management shareholders and owners 2006 Softline VIP 32 Equity User Manual 2006 Softline VIP Softline VIP D Softline VIP Chapter 3 Where to go and what to do In this Chapter e Finding your way around Employment Equity Employment Equity Reference map Checklist when implementing Employment Equity in VIP w Accessing the VIP System The Equity Menu Routing Codes and Toolbar buttons 2006 Softline VIP 34 Equity User Manual 2006 Softline VIP Softline VIP Employment Equity Overview Finding your way around Employment Equity This User Manual has been designed in such a way that it will guide you through all the fundamental steps for the successful implementation development planning and monitoring of Employment Equity in your company using the Employment Equity Module For practical purposes Employment Equity in VIP can be divided into the following areas 1 Defining Company Parameters such as the Employment Equity System screen the Company Equity screen general parameters Workplace Definitions etc 2 Doing Employee Input
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