INTRODUCTION TO THE IPPD SYSTEM BY OFFICE OF

INTRODUCTION TO THE IPPD SYSTEM BY OFFICE OF THE HEAD OF CIVIL SERVICE (OHCS)

THE IPPD SYSTEM • The Integrated Personnel and Payroll Database (IPPD) is a database system designed to capture data on Personnel and Payroll. • The data is captured onto the system via templates called input forms. • These input forms are processed at the designated Personnel Processing Sections (PPS).

IPPD INPUT FORMS There are two (2) types of input forms namely; a) Personnel Input forms b) Payroll Input forms

PERSONNEL INPUT FORMS The following are the Personnel Input forms New Entrant Promotion & Change of Grade Posting/Transfer/Change of Bank Secondment Leaving/Termination Limited Engagement/Re-Instatement

PERSONNEL INPUT FORMS (Cont. ) Leave (Study Leave With Pay/Without Pay) Training Disciplinary award Break in Service

PAYROLL INPUT FORMS It includes the following; Non-Recurring allowance for a group of staff Allowances Loan/Advance Deductions Deduction for a group of staff

COMPLETION OF THE PERSONNEL INPUT FORMS New Entrant Form This form is completed when a person has been newly employed and must be captured onto the government payment scheme.

NEW ENTRANT FORM • The input form has 11 sections (A-K). • All information on the input form are relevant and required. • If the newly recruit had previously worked in any government organization, the previous staff ID and organization should be stated on the form. • The previous staff ID information is stated at the Applicant Number in Section A and previous organization information stated at the Previous Employment information in Section G.

New Entrant Form (Cont. ) • The Bank information provided at Section E should not be that of a Savings and Loans. • Officers in charge should ensure that all fields are correctly filled.

New Entrant Form (Cont. ) Attachments Ø Financial Clearance Ø Appointment letter (Date on letter and effective date) Ø Assumption of duty letter (Date on letter and effective date) Ø Acceptance letter Ø Medical Report Ø SSNIT Registration Card (Photocopy) Ø Posting letter

New Entrant Form(Challenges) • People Group information on Section C is most often not completed. • Not stating the Staff ID of newly recruit who has previously worked in any government organization. • New Recruits from other government organisations other that the Civil Service should ensure that they have been terminated.

Promotion/Change Of Grade This form is completed after an officer has successfully passed a promotional interview and has moved to the next grade of his/her occupational class. Information Required • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled. Attachments Promotion Letter(Civil Service Council / M&D) Current Pay slip Establishment Warrant

Promotion/Change Of Grade (Challenges) • Right Salary Points not indicated based on the last salary point before Promotion.

Posting & Transfer/Change of Bank • This form is completed when an Officer is moved from one Ministry, Department or Agency to another. • It is also completed when there is movement within the Public Service • The same form is completed when one is changing from one bank to another. Information Required: • All relevant information on the input form should be provided. • Officers in charge should ensure that all relevant fields are correctly filled.

Posting & Transfer/Change of Bank (cont. ) Attachments • Posting / transfer letter • Assumption of Duty Letter • Current Pay slip • Bank Clearance Letter ( Change of Bank)

Posting & Transfer(Challenges) • Posting Information and People Group information on the input form is often left blank.

Re-instatement /Limited Engagement • This form is completed to re-establish an officer who has resigned and rejoined the Service after Management has granted the request. • The same form is completed for officers who are also rejoining the Service on contract basis after proceeding on compulsory retirement. • It is also completed for an officer who has been engaged on a contract basis.

Re-instatement/Limited Engagement (cont. ) Information Required: • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled. Attachments Ø Letter of re-instatement Ø Financial Clearance Ø Current pay slip

Leaving/Termination from the Service This form is completed when an officer is leaving the Service based on any of the following reasons: Compulsory retirement Voluntary retirement Death Resignation Dismissal Vacation of Post Medical grounds Removal

Leaving/Termination from the Service (cont. ) Information Required: • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled. Attachments Ø Letter of leaving Ø Last pay slip

Leaving/Termination (Challenges) • In the case of Death , Resignation, Vacation of Post the input forms do not get to the OHCS on time to captured on the system.

Disciplinary Award • This form is completed when punitive action is taken against an officer. • There are two types of sanctions; ØMajor (Dismissal, Interdiction) ØMinor (Suspension with/without pay)

Disciplinary Award (cont. ) Information Required: • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled. Attachments Ø Sanction letter Ø Last pay slip

Training This form is completed when an officer has undertaken any form of training to enhance performance on the job. Information Required: • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled.

Leave of Absence This form is completed when an officer is on any kind of leave such as; Annual leave Sick leave Maternity leave Casual Leave Information required • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled.

Study Leave With /Without Pay When an officer is authorized to go for an approved course of study with/without pay, this form must be completed. Information required • All information on the input form are relevant and required. • Officers in charge should ensure that all fields are correctly filled. Attachments • Study leave letter • Current Pay slip

Secondment : is a Human Resource Management tool which an organization uses to request for the assistance of an officer with a special skill to support in completing a task for a specific period and with an option for renewal. This form should be completed when the officer reports at the seconded organization. However the officer maintains his/her salary at the mother organization.

HRMIS In 2012, the Government of Ghana, under the leadership of the Public Services Commission (PSC), initiated the Human Resource Management Information System (HRMIS) project to establish a comprehensive and a common Human Resource database for all Public Service employees in the country. The project aims at strengthening controls around entrance, exit, promotions and positions across the various service groups.

Vacancy Creation • M&Ds defined on the HRMIS should Generate their • Vacancy Report • Vacancy Request and a Transmittal and have it forwarded through OHCS to PSC.