A historic appointment is used to reflect an employee's movements in an organisation and to offer a complete history. It is entered retrospectively via the Appointment History screen in Personnel.
Why create an historic appointment?
One can be created for an employee whose appointment history shows the correct history data for an employee's record.
E.g. Initially employed for 3 years as a part-time Administrator and then full-time as a HR Manager. The correct post appointment history should show a part-time administrator post for two years followed by a full-time administrator post for one year, as follows:
Part-time Administrator: 01-Jan-2013 to 31-Dec-2014
Full-time Administrator: 01-Jan-2015 to 31-Dec-2015
How to create a historic appointment
There must be a Planned and Authorised appointment available. Historic posts are created via Back Office, CorePersonnel, Maintenance, Appointment History.
A gap in the employee's appointment history needs to be created to allow you to fit the historic post into the record.
In this example, the end date on the employee's current part-time administrator post needs to be changed from 31- Dec-2015 to 31-Dec-2014.
On the Appointment History screen, query the personnel number and press the arrow (pointing to the right) on the toolbar - the employee's full appointment history will be displayed.
Change the dates as required - in this example, the end date of the Administrator post is changed to 31-Dec-2014.
Save.
Click on the Create Historic Sequence button.
A new screen will pop up to prompt the user to enter Post Appointment Sequence details.
Enter a valid Post Number - in this example, the Administrator post is selected.
📌Note: You may need to set up the post in Post Management, Post Profile Maintenance.
Tab to Start Date, enter in Mandatory start and end dates, and ensure all mandatory post history fields are populated.
In this example, the Salary Details automatically display - this is because there is already an existing salary for the post start/end dates; if there is no existing salary record for the dates, then enter the salary details here also.
📌Note: When salary details are entered, they will not be written to Pay.
Press OK.
Validation will be applied to the details entered - if this is valid, a message saying that a Generated Sequence number for Post has been created.
Troubleshooting
Are pay details required?
If yes, ensure the pay details flow through to Pay and that payment arrears are generated in the next payroll.
If no, ensure to select the Planned Pay Details Not Required Indicator when planning the Post Appointment.
Error - Start Date must be within the Start and End Dates for this Appointment ID.
This error message will occur if a start date is entered for a historic sequence where a valid gap in employment service has not first been created (refer to point 2 above).
Also this will occur if updating an open ended post appointment e.g. if the post appointment has 1 commenced sequence. If this is the case, please do not use this functionality to make the required changed. The recommendation is to use the standard Amend Appointment functionality to apply these changes.
Error: "Appointment Record Cannot Exist Before Person Started"
This error will pop up if attempting to create a post appointment for an employee on a date earlier that their overall date started. If this is the requirement, please do not use this functionality to make the required changes.