Activity

Use this tab to provide details for the activity definition.

An activity includes details such as a code and description for the activity, the location, department, and line manager, the number of established posts, and the established full-time equivalent (FTE). The system detects and keeps track of the number of filled posts. For example, if there are two established posts in one activity, and the established FTE is 2, there can be three filled posts: one filled post has an FTE of one, and two posts are part of a job share, with each post being 0.5 FTE.

An activity definition provides defaults to an employment history record, such as location, department, and line manager. The activity definition acts like a template, and provides information that fills several fields in the employment history record, but you can use the Employment History window to change the details in the employment history record.

If there is only one post for an activity, it makes sense to set fields such as Post Reference, Line Manager, Department and Location, which automatically fill fields in the employment history record. However, if there are multiple posts for an activity, you should leave some fields blank in an activity definition, but set the values for those fields in the employment history records for the employees.

When an activity ends, you should set the Active From and Active To dates, and change the Status to Historical.

Activity

Type a unique code for the activity.

Post Reference

Type a reference for the post. You record a post reference in an activity definition only when there is one post for the activity. If there is more than one post for the activity, leave this field blank and record a post reference in each employment history record, when you assign the activity to employees.

Description

Type a description for the activity.

Department

Click and select the department from the list.

You can set up departments, by using Personnel > Your organisation > Department.

When you produce a Post Review report, you can select departments as part of the report selection criteria.

Location

Click  and select the location from the list.

You can set up locations, by using Personnel > Your organisation > Location.

Line Manager

Click  and select the line manager from the list.

You can set up line managers, by using Personnel > Your organisation > Line Manager.

Activity Category

Select an activity category from the drop-down list.

You can set up activity categories by using Personnel > Your Organization > Activity Category.

When you produce a Post Review report, you can select activity categories as part of the report selection criteria.

Parent Activity Reference

Type or select the parent activity.

For example, in an activity definition for an HR Officer, you might select HR Manager as the parent activity reference. Similarly, if the activity definition is for an IT Instructor, and the instructor reports to the Head of Computing,  you might set the parent activity to Head of Computing.

You can set up activity categories by using Personnel > Your Organization > Activity.

Status

Select, from the drop-down list, the status (Active or Historical) of the activity.

Established Posts

Type the number of established posts for this activity definition.

Established FTE

Type the full-time equivalent (FTE) number in relation to the established posts for this activity definition.

Income Generated

Select this check box to indicate that the activity generates an income. For example, for a research position, the activity might attract funding, or in a sales-related activity, revenues would be generated.

Filled Posts

View-only field. The system keeps track of the number of filled posts and increments the value in this field when you assign an activity to an employee in an employment history record.

Filled FTE

View-only field. The system keeps track of the number of filled posts and increments the value in this field when you assign an activity to an employee in an employment history record.

Display Screen Equipment

Select this check box if the activity includes the use of a computer display screen.

These details can be gathered together for Health and Safety reporting functions.

Active From

Type or select the date from which the activity was performed.

Active To

Type or select the date at which the activity ceased. When you set an end date for the activity, you should set the Status field to Historical.