HRIS Specialist at Auditor-General of South Africa

Roles & Responsibilities

Strategic Function

• To ensure that the integrated Human Resources Management and Payroll systems are established to ensure the values and strategic objective of the AGSA are supported.
• Ensure that the accurately HR data thereby supporting leadership in making informed decisions.

Product Management

System Administration

Perform the full system administration by :

• Creating and maintaining a system operating manual which provides detailed instructions and guidance in the accurate use of the system and ensuring that interfaces with other applications are catered for;
• Support with the user interface configuration and content
• Provide support with 3rd party systems and platforms integrations (e.g. payroll systems, Learner Management Systems etc.)
• Participate in the joint application development (JAD) sessions and in the design of logical data and function models.
• Participating in the evaluation of solutions including packages;
• Ensuring that customers identify with and take ownership of the details in the statements of the business requirements.
• Specifying systems and programme requirements and ensuring conformance to systems development standards and practices and ensuring that all systems standards are complied with;
• Participate in the maintenance of optimal function of the HRIS, which may include installation, customization, development, maintenance, and upgrade to applications, systems, and modules.
• Provides technical support, troubleshooting, and guidance to HRIS users.
• Collaborates with executive leadership and HR staff to identify system improvements and enhancements; recommends and implements solutions.
• Programs custom functions and documentation such as automated queries, filters, macros, and reports.
• Serves as representative and liaison between HR, information services, external vendors, and other stakeholders for HRIS design and implementation projects.
• Maintains knowledge of trends and developments in HRIS providers, vendors, and technology.
• Updating and maintain parameter files and all tables within the HRIS by creating new, changing and deleting unused codes e.g., pay point, cost centres, locations etc.;
• Maintaining and updating payroll parameters.
• Identifying the need for modification, and enhancements and seek solution from the HRIS provider;
• Upgrading and maintaining the system with the latest programme releases from the service provider and with new legislation and advise all users on new system processes and procedures;
• Developing and designing customised programs, implementing and maintenance thereof;
• Solving systems problems where possible or alternatively log such calls with the service provider and follow-up of query;
• Ensuring that the system is maintained by keeping it clean and tidy.
• Assist with the management of HR systems, as required, in terms of (but not limited to):
• documenting the configuration of the systems,
• maintaining data field names, screen locations, security, type, building codes, staff etc.,
• functionality of data processing and process flows,
• add, remove, or update user account information and resetting passwords,
• update system values and tables
• Ensure timely release of information relating to systems upgrades and changes to processes
• Be first point of contact for all HR systems queries, including self-service, and manager self-service in order to ensure a fully integrated HRIS and the timeous and appropriate remuneration of staff .

Continuous Improvement

• Develop and maintain awareness and understanding of developments within HR software systems generally within the finance sector
• Contribute towards the continuous improvement of the AGSA as it develops its capabilities in the use of HR systems
• Actively seek opportunities to learn new skills and develop expertise that would contribute to the effective delivery of the role

System Security/ Backup/ Disaster Recovery

• Maintain system security by:
• Ensuring that all requested access for users have been authorised by the delegated official and ensuring that users only have access to information related to their function;
• Manages permissions, access, personalization, and similar system operations and settings for HRIS users.
• Creating new users in the system and maintaining existing users;
• Securing the system against unauthorised entries by establishing a process of scrutinizing audit trails;
• Ensures system compliance with data security and privacy requirements.
• Controlling access to the system at all levels; creating processes and procedures that allows for the verification and validity of entries arising from such access;
• Ensuring that all data is backed up in the various directories in order that the proper restore is carried out in the event of a crisis;
• Facilitating and coordinating system testing during disaster recovery testing exercises;
• Ensuring that a backup of the system database is done before the submission of the full payroll run, and after the acceptance of the payroll run.
• Ensure data integrity and correct data entry by users
• In order to ensure that the system access is not compromised and that, it is recoverable offsite in the event of a disaster

Automating manual processes

• Identify and interpret client requirements and develop online solutions.
• Develop Dashboards for ease of drilling down and presentations.
• Automation of people portfolio electronic forms with SharePoint to ensure efficiencies.
• Integration of forms on SharePoint to other platforms to import data and run reports on data
• Development of all new requirements from business e.g. Alumni
• Implement electronic document management systemand support to end users
• Development of a central hub that stored documents for all end users
• Development ofproject management tools in order for line managers to track projects assigned to their subordinates
• Creation of dashboards with Microsoft Power BI
• Development of ad hoc dashboards on all new requirements from business
• Training and support power bi and teams to enhance collaboration and sufficiency in the portfolio as well as training of end users (where necessary)
• Daily support on SharePoint with regards to creation of libraries, permissions (security) and creation of work space on request from business
• Creation of new pages on SharePoint as per request from business and tracking usage to determine utilisation of end users.
• Responsible for developing new HR processes to support a program or initiative, or streamline an existing process.
• Maximise the utilisation of HR systems to automate standard processes
• Assist with reviewing and documenting processes undertaken within HR and making recommendations for their development
• The HR system administrator's role in this exercise may involve reviewing the process to determine if and how it can be automated, and then using existing or new software to automate the process.
• Assist with moving print and fill or non-fillable forms online by reducing the need for paper and ink, the time required to type in the information captured by the form, and the storage of the printed forms.
• Build, automate and maintain the reports in the HRIS
• Creating and maintaining templates within the relevant systems as required by the HR team.
• Map out process flows to be documented and published within the people information system environment

Reporting

• Provide multiple services to support the HR team and the company as a whole with their reporting platform needs.
• Developing and enabling employees throughout the company to access the reports they require on demand with the data they are authorized to view.
• Assists with flushing out the requirements and pull data from multiple sources to build a thorough report with charts and graphs.
• Investigate and implement new reporting tools if the ones available are not meeting the company's needs.
• Compiles or assists with the acquisition of complex data reports, summaries, and logs for senior executives and HR staff.
• Generate, automate and produce operational reports and management information, adhering to defined templates and ensuring compliance with information security protocols

System business specification development

• Manage HRMS functionality
• Identify and draft new business specifications.
• Participate in the compilation of Business Requirements Specifications for review and signoff by senior managers of BSO and ICT.
• Communicate and interact with ICT about the impact and complexity of all new business specifications.
• Determine the priority order in which business specifications must be completed in conjunction with ICT, end users and the relevant stakeholders.
• Communicate to the systems team regarding any system development issue related to the individual members’ area of responsibility
• Understanding of system functionality as to prevent the duplication of functionality and limit customizations on the system

System Liaison

• Assist others with processes relating to systems upgrades, including reviewing release notes, formulating and running system tests, and troubleshooting by :

• Deal with systems queries and process requests in relation to problem solving, systems configuration and technical faults
• Analyses user requirements, which may require configuration of software/hardware.
• Maintain and support users through a helpdesk service for employee/manager self-service
• Provide system training to HR and non-HR user
• Ensuring that users are adequately trained in the system application and processes;

Project management

• Assist as BSO Technical Lead on projects as and when require

Audit finding tracking and mitigation

• Track and update audit finding(s) status on Risk tracking tool
• Assist to identify system solutions to audit findings where applicable
• Liaison between ICT, People Portfolio, Finance and Risk and Ethics business units in relation to People Portfolio audit findings

HRIS planning and information

• Research, analyse and document HR user requirements.
• System developments are tested through the setup of testing plans.
• Errors in the testing of the systems are timeously documented and communicated to ICT and/or the implementation partner.
• Information or change requests are appropriately channelled and prioritised for development in accordance with office policies and user requirements.

Benchmarking

• Develop and maintain appropriate benchmarks with other organizations, working as the key representative to the external benchmarks and key surveys supporting the People Portfolio.

Stakeholder Management

• Provide subject matter expertise and advisory to business and key stakeholders.
• Build and maintain positive and value-adding relationships with all relevant internal and external stakeholders.
• Ensure proper communication to all internal and external stakeholders on any development or challenges.
• Ensure stakeholder satisfaction and successes through surveys.
• Liaise with relevant stakeholders in the people portfolio and in ICT.

People Management

• Manage own performance to drive productivity.
• Provide support to the Senior Manager with regard to centre management and other business unit tasks.

Financial management and operational management

• Manage project expenditure.
• Ensure compliance with internal processes and procedures.
• Contribute to the risk assessment activities in the centre and BU.

Formal Education

• B degree or equivalent in Human Resources Management

Knowledge

• In-depth knowledge of HR Systems (+5 years’ experience working with the system.
• Advanced Microsoft Excel skills are required. Strong SQL skills are preferred.
• Demonstrated ability to build complex statistical models needed to understand issues at a detail level and forecast impacts of change.
• Exceptional quantitative and analytical skills, mastery of business intelligence or related discipline.
• Expert knowledge of quasi-experimental and applied research design, including multivariate statistical analysis.
• Ability to communicate complex statistical concepts and output to non-experts in both a written and verbal manner.
• Exceptional business insight and strategic orientation.
• Critical thinking skills in formulating hypotheses, interpreting results, and being able to make educated guesses when data may be sparse or unavailable.
• Demonstrable partnership and influencing skills.
• Intellectual curiosity and ability to handle high levels of ambiguity.
• Ability to work under pressure and within tight deadlines.
• Ability to anticipate problems and opportunities and the initiative to pursue solutions.
• Attention to detail

Skills, Experience & Education

Experience

• +5 years ERP systems experience.
• +3 years IT Systems development and Systems analysis experience.