All staff members have a unique number. Generating an Index Number for new staff members is part of the inspira Offer Management process and should be requested via your Global Index Requester. (refer to the “GID Job Aid” for more information).
A reappointed former staff member should have an Index Number associated with their previous appointment(s). This unique number will be used during the approval process in both the portal and ECC to identify the staff member and execute required actions on their behalf.
Staff members who have a separation date 5 years or more prior to the Umoja data conversion date (e.g., 1 November 2015 for C4 entities, 1 June 2015 for C3 entities) will not have their data converted into Umoja.
If the Index Number existed previously in IMIS but the staff member’s data has not been converted to Umoja, the HR Partner will have to open a ticket with the Operational Support Desk (OSD) requesting a data conversion or a confirmation of the Index Number. Once reviewed by OSD, the Index Number will be made available in Umoja as the staff member’s Index Number (see the procedures in the GID job aid).
Dependants will no longer have an individual Index Number. In Umoja, the dependants will have a unique identification number that is a derivative of the staff member’s Index Number (e.g. Staff member with Index Number 12345678 has two children with the following identification number: 12345678-0201 and 12345678-0202. Please note different extensions exist for different dependant types.
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