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The ERP lets you generate employee information for the SIOE+.
In Human Resources | Tax Obligations | Other Statements | SIOE Collection | Employee Record, you can map, process, validate, and export the data.
Learn, in the support article, how the SIOE+ Employees information is obtained.
Overview
The State Organization Information System (SIOE), established by Law No. 57/2011 of November 28, amended by Law No. 66-B/2012 of December 31, and revised by Law No. 104/2019 of September 6, is an essential tool for providing government bodies with the information needed to define State organization policies and manage their human resources.
The Directorate-General for Administration and Public Employment (DGAEP) is the entity that manages and owns the SIOE. The SIOE's core purpose is to create a single information system characterizing the organization of all public services and entities, in order to:
enable the collection of information characterizing human resources;
serve as a support for other information systems, enabling data sharing;
allow the integration of information from other relevant sources, for producing statistical indicators on public administration employment.
Data Mapping
Employee information can be reported through an Excel file provided by the DGAEP.
The ERP lets you map the data between what exists in the ERP and what is provided in that file:
Employee Record | Employee: the data comes from the employee's record. Qualifications will be obtained from the information in Curriculum | Courses, which must be filled in with the courses, the award date, and the corresponding educational level;
Employee Record | Source Entity: when the source entity differs from the entity where duties are performed, the source entity's information must be in the Public Administration Career Path. If this information does not exist, it will use the data from the Employee File/Records;
Employee Record | Entity where duties are performed: the information comes from the Employee File/Records, Contracts History, and Career History;
Compensation and Hours: the information will come from the Career History, Assessments, Employee File, and Payroll Processing on the reference date;
Employee Departures: this information will be filled in with data from the employee's file/contract, namely the dismissal date and the reason for leaving, saved in the records for the reference month.
When processing the SIOE, the system enters, on the Mappings tab, all the records (relating to employees) that need to be mapped, to ensure the correct mapping between the ERP field values and their equivalents on the platform. This means that, after processing, you must fill in all the missing values in the Destination column, and then use the Apply Mappings option so the information is applied to the employees' records.
The Restart Mappings option clears all the mappings that were made, requiring you to redefine them. When you close the feature, the mapping values are saved, allowing later processing runs to reuse the mappings that were made.
To clear a mapping that was made by mistake, select the field and press Ctrl+Delete.
In the grid, you can add columns with the source values from the ERP. This can be useful for evaluating the mapping's result or understanding which value is the source of the result obtained through mapping. To enable the desired columns, select the column in the grid's header and right-click to select the Columns List option.
You can also perform a Drill Down on several fields to check the source of the information.
Processing
To process the SIOE+ data, follow these steps:
Go to Human Resources | Tax Obligations | Other Statements | SIOE Collection | Employee Record;
In the parameters, select the Year for which you want to issue the SIOE+;
Select the Reference Month, i.e., the month the data shown corresponds to;
Filter the employees by selecting the WP and the Employment Type (optional);
Click Process;
On the Mappings tab, all the records that need to be mapped are shown. You must fill in the missing mappings in the Destination field;
Choose the Apply Mappings option, and then click Save.
After this operation, the data is processed and the mappings will be saved. Note that reprocessing the records will overwrite all the records/data, and any changes made will be lost.
You can export the data shown in the results grids and sort it alphabetically using the options available by right-clicking.
Validation
You can validate the data to ensure the information is reliable and to make it easier to submit.
For example, you can:
Validate that required fields are filled in;
Check that mapped fields are filled in with valid values.
To do this, in Human Resources | Tax Obligations | Other Statements | SIOE Collection | Employee Record, simply click the Validate option. You can then view the results and fix any issues detected.
Export
You can export the SIOE+ data to Excel files, so they can later be imported into the DGAEP's system.
To perform this operation, you must:
Go to Human Resources | Tax Obligations | Other Statements | SIOE Collection | Employee Record;
Have the return previously processed and validated;
Use the Export Records or Export Departures option.
When exporting the Employee Records information, the system makes certain changes compared to the data shown in the editor, namely:
When exporting Supplements and other allowances, the system groups them according to the supplement code in the SIOE. This happens when there are two different compensation items in the ERP mapped to the same supplement. In this case, they are shown on two lines in the editor, but will appear on a single line in Excel, with the values added together;
If the supplement's value is negative, the system does not export it;
In the Reason why the salary paid is lower than owed editor, when exporting the data the system groups them by Tax ID and Reason, and will only send the three most relevant reasons.
FAQs
The following frequently asked questions aim to clarify possible doubts about the SIOE+ data collection:
1. Why doesn't an employee show up in processing?
The employee may not be included if:
the hire date is later than the reference date;
they don't have an eligible employment type.
2. Why do some fields show up empty?
Fields can be left empty when:
there is no applicable history;
the field is optional in the SIOE;
the employee does not meet the rule (for example: they are not an employee, per Employee File | Professional Info. | Status).
3. Why isn't the degree of disability filled in?
The degree of disability is only filled in when the Disabled or chronically ill person field is set to YES.
4. Why wasn't a given employee's seniority calculated?
Seniority is only calculated for employees whose professional status is Employee.
You should check the employee's status on the Professional Info. tab of the employee's record.
5. I have absences relating to previous months, but processed in the SIOE+ reference month. When are they considered?
Absences are considered in the month in which they are actually processed, regardless of the month they originally relate to.
6. Why isn't nationality mapped?
Mapping is done by the country description under Nationality.
You should check whether the country name in the nationality record exactly matches the one in the SIOE table, or perform the corresponding mapping.
7. Why aren't the district, municipality, or civil parish filled in?
Mapping is done by text description.
Incomplete or different descriptions prevent automatic mapping. You should perform the mapping manually or change the districts.
8. Why can't I map a new value?
The source code may not yet exist.
When processing, the system automatically creates any source codes that don't yet exist, allowing for later mapping.
To make this easier, you can reprocess just one employee who has that new value, so the code is created.
9. Why are some inactive employees being included in the SIOE+ report?
In these cases, you should validate the personal record in the Employee Status group.
If there are later records, after the inactivation record, that reactivate the employee, and if those records are on or before the SIOE+ reference date, the system considers the employee active on the reference date, and it is therefore included in the report.