Table of contents
- 1. NSSO approach to Article 30 of the GDPR
- 2. List of processes in Annex 2 of the Data Protection Agreement
- 3. HRSS Processes on behalf of a PSB : 1000 – 1999
- 4. Pay (PSSC) Processes on behalf of a PSB : 2000 – 2999
- 5. Corporate Services
- 6. Employee Services
- 7. Ad Hoc Processes
- 8. Finance (FSS) Processes on behalf of a PSB : 3000 – 3999
Article 30 of the GDPR requires both controllers and processors to keep a ‘Record of Processing Activities’ (ROPA) under their responsibility. Different obligations apply to processors (see Article 30(2)) than on controllers. Most of the NSSO’s requirements in this area, both as a processor on behalf of clients and as a controller in its own right, are met through the Data Processing Agreements we have signed with our clients and are outlined in the section dealing with ROPAs in our data protection policy.
While the obligation is keep a record of ‘categories of processing activities’, the NSSO has decided to publish a list of the processing it carries out on behalf of controllers. Most of the processes feature a link to a .pdf outlining the steps involved in the process. We feel this provides a superior level of transparency to our controller clients. It also ties in with the list of processes our clients have authorised the NSSO to carry out on their behalf through Annex 2 of their DPAs.
NSSO Administration Processes : 0000 – 0999
Data and quality compliance
| No# | Process Name :: 0000 – 0999 | Last Updated | Section | Status |
|---|---|---|---|---|
| Full | NSSO Data Protection Policy Master Document | 6/4/2022 | DPO | Complete |
| Old | NSSO Data Protection Policy 2020 | 11/11/2020 | DPO | Retired |
| Full | NSSO Sample PSB Data Protection Agreement | Nov 2019 | DPO | Complete |
| 0000 | NSSO Client Breach Reporting Process | 8/11/2019 | IGT / DPO | Complete |
| 0001 | Subject Access Request (SAR) – from Client PSBs | 26/4/2019 | IGT / DPO | Complete |
| 0002 | NSSO SAR policy – Internal requests | 11/10/2019 | IGT / DPO | Complete |
| 0003 | NSSO Interactive Voice Recording (IVR) Policy | 1/7/2019 | IGT / DPO | Complete |
| 0004 | NSSO CCTV Policy | 11/2/2021 | IGT / DPO | Complete |
| Old | NSSO CCTV Policy | 1/7/2019 | IGT / DPO | Complete |
| 0005 | NSSO Clean Desk Policy | 6/5/2021 | IGT / DPO | Complete |
| Old | NSSO Clean Desk Policy | 18/5/2019 | IGT / DPO | Retired |
| 0006 | NSSO Unauthorised Disclosure and Offences Policy | 1/7/2019 | IGT / DPO | Complete |
| 0007 | Staff Photographic Identification & Photo Policy | 31/3/2021 | IGT / DPO | Complete |
| Old | Staff Photographic Id & Photo Policy | 4/7/2019 | DPO | Retired |
| 0008 | Website Data Collection & Cookie Policy | 14/8/2020 | IGT / DPO | Complete |
| 0009 | NSSO Third Party Release Policy | 1/4/2020 | IGT /DPO | Complete |
| 0010 | NSSO FOI – from Client PSBs | 4/4/2022 | FOI | Complete |
| Old | NSSO FOI – from Client PSBs | 26/4/2019 | FOI | Complete |
| 0011 | NSSO Assisted Decisions / ‘On Behalf Of’ | 15/5/2022 | DPO | Complete |
| Form | NSSO Assisted Decisions / ‘On Behalf Of’ | 15/5/2022 | DPO | Complete |
| 0012 | NSSO Deceased persons (draft) | 6/5/2021 | DPO | Draft |
| NSSO Fraud Policy | 19/1/2022 | Fraud | Complete | |
| Fraud & Protected Disclosures Guidelines | Draft | Fraud | Draft | |
| NSSO Protected Disclosures Policy | 11/2021 | Fraud | Complete |
Comparison Audit
| No# | Process Name :: 0000 – 0999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 0031 | Comparison Audit Process 1.0 Start Audit Process | 15/07/2019 | Comp Audit | Complete |
| 0032 | Comparison Audit Process 2.0 Investigations | 15/07/2019 | Comp Audit | Complete |
| 0033 | Comparison Audit Process 3.0 Corrections | 15/07/2019 | Comp Audit | Complete |
| 0034 | Comparison Audit Process 4.0 Close Audit | 15/07/2019 | Comp Audit | Complete |
Reporting
| No# | Process Name :: 0000 – 0999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 0101 | Issuing standard scheduled reports for all Departments | 28/11/2019 | Reporting | Complete |
| 0102 | Providing data on request for FOI queries | 28/11/2019 | Reporting | Complete |
| 0103 | Issuing Daily Dashboard and Pro Group internally throughout HRSS. | 28/11/2019 | Reporting | Complete |
| 0104 | Issuing ad-hoc reports for individual HRs based on CMS cases | 28/11/2019 | Reporting | Complete |
| 0105 | Checking and uploading reports for HRSS teams. | 28/11/2019 | Reporting | Complete |
Service Management – ESMA and Client relationship
| No# | Process Name :: 0000 – 0999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 0201 | Contact Matrix | 23/07/2019 | Service Mgmt | ✓ |
| 0202 | HR Databank Requests | 23/07/2019 | Service Mgmt | ✓ |
| 0203 | Customer Complaints – Informal | 23/07/2019 | Service Mgmt | ✓ |
| 0204 | Customer Complaints – Stage 1 – Investigation | 23/07/2019 | Service Mgmt | ✓ |
| 0205 | Officer Complaint – Formal – Stage 2 – Review | 23/07/2019 | Service Mgmt | ✓ |
| 0206 | Customer Complaint – Formal – Stage 3 – Appeal | 23/07/2019 | Service Mgmt | ✓ |
| 0207 | Irish Cases | 23/07/2019 | Service Mgmt | ✓ |
| 0208 | Meeting Facilitation – Actions | 23/07/2019 | Service Mgmt | ✓ |
| 0209 | Meeting Facilitation – Conference Call | 23/07/2019 | Service Mgmt | ✓ |
| 0210 | Meeting Facilitation – Face-to-Face | 23/07/2019 | Service Mgmt | ✓ |
| 0211 | Portal Governance | Service Mgmt | Under Review | |
| 0212 | Service Issues – Issue Logs | 23/07/2019 | Service Mgmt | ✓ |
| 0213 | Service Issues – Queries | 23/07/2019 | Service Mgmt | ✓ |
Service Management – Pay Shared Services
| No# | Process Name :: 0000 – 0999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 0221 | Calls to Helpdesk :: Managing Calls to the PSS Helpdesk | 1/1/2019 | PSSC | |
| 0222 | Written Correspondence :: Processing written correspondence received | 1/1/2019 | PSSC | |
| 0223 | Managing Emails :: Processing emails received to the PSS Helpdesk | 1/1/2019 | PSSC | |
| 0224 | Emails to Customer Complaints Mailbox :: Processing emails received to the PSS Customer Complaints Mailbox | 1/1/2019 | PSSC |
Staff Set Up process Organisation Structure (OSM) – New hires, grade relationships)
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1001 | Secondment | 17/7/2019 | OSM | Complete |
| 1002 | Acting Up | 17/7/2019 | OSM | Complete |
| 1003 | Authorisation List | 17/7/2019 | OSM | Complete |
| 1004 | Employee Class Change | 17/7/2019 | OSM | Complete |
| 1005 | External Transfer Non HRSS to HRSS | 17/7/2019 | OSM | Complete |
| 1006 | External Transfer HRSS to non HRSS | 17/7/2019 | OSM | Complete |
| 1007 | New Hire | 17/7/2019 | OSM | Complete |
| 1008 | Position Change | 23/7/2019 | OSM | Complete |
| 1009 | PPSN Change | 23/7/2019 | OSM | Complete |
| 1010 | Promotion | 23/7/2019 | OSM | Complete |
| 1011 | Re-Designation | 23/7/2019 | OSM | Complete |
| 1012 | External Transfer HRSS to HRSS | 17/7/2019 | OSM | Complete |
HR Information System – (HRMS system set-up)
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1041 | Unlock HRMS Account | 15/07/2019 | HRIS | Complete |
| 1042 | Reporting Server Access | 15/07/2019 | HRIS | Complete |
| 1043 | Removing User Access | 15/07/2019 | HRIS | Complete |
| 1044 | Remove LHR Admin Access | 15/07/2019 | HRIS | Complete |
| 1045 | Redirect eForm | 11/07/2019 | HRIS | Complete |
| 1046 | Password Reset | 15/07/2019 | HRIS | Complete |
| 1047 | New MSS User (HRMS) | 15/07/2019 | HRIS | Complete |
| 1048 | New ESS User (HRMS) | 11/07/2019 | HRIS | Complete |
| 1049 | Unlock DMS Comparison Audit Account | 15/07/2019 | HRIS | Complete |
| 1050 | New Vendor | 15/07/2019 | HRIS | Complete |
| 1051 | Managers Tab request | 15/07/2019 | HRIS | Complete |
| 1052 | HR Databank | 15/07/2019 | HRIS | Complete |
| 1053 | Additional Access HRSS | 11/07/2019 | HRIS | Complete |
| 1054 | Adding LHR Access | 15/07/2019 | HRIS | Complete |
E-PMDS
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1081 | Archive and Restart | 10/1/2020 | E-PMDS | Complete |
| 1082 | Deactivate User Form | 10/1/2020 | E-PMDS | Complete |
| 1083 | Deactivate User Profile | 10/1/2020 | E-PMDS | Complete |
| 1084 | Early Release of PMDS stage | 15/7/2020 | E-PMDS | Complete |
| 1085 | End-Year Review Template Upload | 16/7/2020 | E-PMDS | Complete |
| 1086 | Internal Review | 15/7/2020 | E-PMDS | Complete |
| 1087 | Reassign manager | 15/7/2020 | E-PMDS | Complete |
| 1088 | Reactivate User Form | 15/7/2020 | E-PMDS | Complete |
| 1089 | Reactivate User Profile | 15/7/2020 | E-PMDS | Complete |
| 1090 | Remote Worker Upload | 10/1/2020 | E-PMDS | Complete |
HR related Pay processes Pay Team
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1101 | Acting Up Allowances (Higher Duties) | 25/7/2019 | Pay Team | Complete |
| 1102 | Ad hoc Forms | 25/7/2019 | Pay Team | Complete |
| 1103 | Ad Hoc Payments | 26/7/2019 | Pay Team | Complete |
| 1104 | Allowances (Non Higher Duties) | 25/7/2019 | Pay Team | Complete |
| 1105 | Assignment to Higher Scales | 25/7/2019 | Pay Team | Complete |
| 1106 | Career Break | 25/7/2019 | Pay Team | Complete |
| 1107 | Carer’s Leave | 18/7/2019 | Pay Team | Complete |
| 1108 | Children’s Allowance | 25/7/2019 | Pay Team | Complete |
| 1109 | Contract Extensions | 25/7/2019 | Pay Team | Complete |
| 1110 | Data Clean Up | 25/7/2019 | Pay Team | Complete |
| 1111 | Retention Past retirement Age | 25/7/2019 | Pay Team | Complete |
| 1112 | LRA | 25/7/2019 | Pay Team | Complete |
| 1113 | New Hire | 25/7/2019 | Pay Team | Complete |
| 1114 | Purchase of (Pensionable) Service | 25/7/2019 | Pay Team | Complete |
| 1115 | Severance and Redundancy Payments | 25/7/2019 | Pay Team | Complete |
| 1116 | Transfer (non promotion) | 25/7/2019 | Pay Team | Complete |
| 1117 | Incremental Credit | 25/7/2019 | Pay Team | Complete |
| 1118 | Paid for (managed) Attendance (PFA) | 26/7/2019 | Pay Team | Complete |
| 1119 | Paid Maternity/Paternity Leave | 25/7/2019 | Pay Team | Complete |
| 1120 | Pay Rate Changes | 25/7/2019 | Pay Team | Complete |
| 1121 | Payroll Removal | 25/7/2019 | Pay Team | Complete |
| 1122 | PPSN Change | 25/7/2019 | Pay Team | Complete |
| 1123 | Promotions | 26/7/2019 | Pay Team | Complete |
| 1124 | Purchase of (Pensionable) Service (merged with 1114) | Deleted | Pay Team | Merged |
| 1125 | Refunds upon exit from the Civil Service | 25/7/2019 | Pay Team | Complete |
| 1126 | Secondments to another body | 25/7/2019 | Pay Team | Complete |
| 1127 | Shorter Working Year | 25/7/2019 | Pay Team | Complete |
| 1128 | Substitute Workers | 25/7/2019 | Pay Team | Complete |
| 1129 | Transfer on promotion | 25/7/2019 | Pay Team | Complete |
| 1130 | Unpaid Maternity/Domestic/Parental/Special Leave | 25/7/2019 | Pay Team | Complete |
| 1131 | Workshare Pattern Change | 25/7/2019 | Pay Team | Complete |
| 1132 | Payment in Lieu (Bank Holiday) | 25/7/2019 | Pay Team | Complete |
Attendance related processes - Absence Management – Sick Leave, Temporary Rehabilitation Remuneration
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1201 | Processing Certified Sick Leave Cases | 12/07/2019 | Absence Team | Complete |
| 1202 | Processing Social Welfare MC Forms | Deleted | Absence Team | no longer used |
| 1203 | Processing Uncertified Sick Leave Cases | 12/07/2019 | Absence Team | Complete |
| 1204 | Exceeding 7 Day Uncertified Sick Leave | 12/07/2019 | Absence Team | Complete |
| 1205 | Processing Medical Certs | 12/07/2019 | Absence Team | Complete |
| 1206 | Monitor and Manage Long-Term Sick Absences | 12/07/2019 | Absence Team | Complete |
| 1207 | Missing Medical Certificates | 12/07/2019 | Absence Team | Complete |
| 1208 | TRR Process | 12/07/2019 | Absence Team | Complete |
| 1209 | TRR Estimate Process | 12/07/2019 | Absence Team | Complete |
| 1210 | Contact with DEASP Illness Benefit | Deleted | Absence Team | no longer used |
| 1211 | Discounting of Absences | 12/07/2019 | Absence Team | Complete |
| 1212 | Manual Absence Forms | 12/06/2020 | Absence Team | Complete |
| 1213 | Returning Unacceptable Med Certs | 12/07/2019 | Absence Team | Complete |
| 1214 | Special Leave Unpaid – Unpaid Unauthorised Absence (SPU-UUA) | 12/07/2019 | Absence Team | Complete |
| 1215 | CMO Referral | 12/07/2019 | Absence Team | Complete |
| 1216 | Outstanding Documentation | Absence Team | Outstanding |
Annual leave
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1231 | Checking Leave Entitlement | 05/09/2019 | Leave Team | Complete |
| 1232 | Recording Annual Leave | 05/09/2019 | Leave Team | Complete |
| 1233 | Annual Leave – Carry Over | 09/09/2019 | Leave Team | Complete |
| 1234 | Cancelling Annual Leave | 05/09/2019 | Leave Team | Complete |
| 1235 | Additional Annual Leave | 05/09/2019 | Leave Team | Complete |
| 1236 | Anticipated Annual Leave | 05/09/2019 | Leave Team | Complete |
| 1237 | Calculate Annual Leve for Acting Up | 05/09/2019 | Leave Team | Complete |
| 1238 | Calculate annual Leave for Exit | 05/09/2019 | Leave Team | Complete |
| 1239 | Calculate annual Leave for Hire | 05/09/2019 | Leave Team | Complete |
| 1240 | Calculate Annual Leave for Overtime | 05/09/2019 | Leave Team | Complete |
| 1241 | Calculate Annual Leave for Promotion | 05/09/2019 | Leave Team | Complete |
| 1242 | Calculate Annual Leave for Secondment | 05/09/2019 | Leave Team | Complete |
| 1243 | Calculate Annual Leave for temp CO | 05/09/2019 | Leave Team | Complete |
| 1244 | Calculate Annual Leave for Unpaid Leave | 24/07/2019 | Leave Team | Complete |
| 1245 | Calculate Annual Leave for unpaid leave (merged with 1244) | Deleted | Leave Team | Merged |
| 1246 | Calculate annual Leave for TRR-UUA | 05/09/2019 | Leave Team | Complete |
| 1247 | Change of Leave Year | 05/09/2019 | Leave Team | Complete |
| 1248 | Offset Annual Leave for Flexi | 05/09/2019 | Leave Team | Complete |
| 1249 | Offset Annual Leave for Overpayment | 05/09/2019 | Leave Team | Complete |
Family and Carers Related Leave Processes
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1271 | Marriage Leave | 05/09/2019 | Leave Team | Complete |
| 1272 | Ante and Post Natal Classes | 05/09/2019 | Leave Team | Complete |
| 1273 | Maternity Leave | 03/08/2019 | Leave Team | Complete |
| 1274 | Paternity Leave | 03/08/2019 | Leave Team | Complete |
| 1275 | Parental Leave | 05/09/2019 | Leave Team | Complete |
| 1276 | Unpaid Maternity Leave | 05/09/2019 | Leave Team | Complete |
| 1277 | Maternity Leave Credits | 05/09/2019 | Leave Team | Complete |
| 1278 | Add Dependant for Parental Leave | 05/09/2019 | Leave Team | Complete |
| 1279 | Cancel Parental Leave | 05/09/2019 | Leave Team | Complete |
| 1280 | Change Parental Leave | 05/09/2019 | Leave Team | Complete |
| 1281 | Adoptive Leave | 05/09/2019 | Leave Team | Complete |
| 1282 | Paid Additional Maternity leave | 25/07/2019 | Leave Team | Complete |
| 1283 | Postponement of Parental Leave | 05/09/2019 | Leave Team | Complete |
| 1284 | Recalculate Parental Leave for workshare | 05/09/2019 | Leave Team | Complete |
| 1285 | Change Dates of Paternity Leave | 05/09/2019 | Leave Team | Complete |
| 1286 | Parental Leave Transfer | 05/09/2019 | Leave Team | Complete |
| 1287 | Unpaid Adoptive Leave | 05/09/2019 | Leave Team | Complete |
| 1288 | Increase the Age Limit for Dependant | 05/09/2019 | Leave Team | Complete |
| 1289 | Accompany Spouse Abroad | 09/09/2019 | Leave Team | Complete |
| 1290 | Extend Accompany a Spouse Abroad Leave | 05/09/2019 | Leave Team | Complete |
| 1291 | Return from Accompany a Souse Abroad Leave | 05/09/2019 | Leave Team | Complete |
| 1301 | Carer’s Leave | 05/09/2019 | Leave Team | Complete |
| 1302 | Extension of Carer’s Leave | 30/07/2019 | Leave Team | Complete |
| 1303 | Early Return from Carer’s leave | 05/09/2019 | Leave Team | Complete |
| 1304 | Extension of Carer’s Leave (merged with 1302) | Deleted | Leave Team | Merged |
| 1305 | Parent’s Leave (1/11/19 – Parent’s Leave Act) | 25/11/2019 | Leave Team | Complete |
Unpaid leave
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1331 | Career Break | 05/09/2019 | Leave Team | Complete |
| 1332 | Return from Career Break | 05/09/2019 | Leave Team | Complete |
| 1333 | Extend Career Break | 05/09/2019 | Leave Team | Complete |
| 1334 | Domestic or Unpaid Special Leave | 05/09/2019 | Leave Team | Complete |
| 1335 | Cancel Paid Special Leave | 05/09/2019 | Leave Team | Complete |
| 1336 | Cancel unpaid Special Leave | 05/09/2019 | Leave Team | Complete |
| 1337 | Family Illness | 05/09/2019 | Leave Team | Complete |
| 1338 | Bereavement Leave | 05/09/2019 | Leave Team | Complete |
| 1339 | Force Majeure | 05/09/2019 | Leave Team | Complete |
| 1340 | Hardship Leave | 05/09/2019 | Leave Team | Complete |
Optional Working Patterns
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1351 | Workshare | 05/09/2019 | Leave Team | Complete |
| 1352 | Shorter Working year | 09/09/2019 | Leave Team | Complete |
| 1353 | Cancel Shorter Working Year | 05/09/2019 | Leave Team | Complete |
| 1354 | Change Shorter Working Year | 05/09/2019 | Leave Team | Complete |
| 1355 | SWY End of Year Project | 05/09/2019 | Leave Team | Complete |
Misc Leave Processes
| No# | Process Name :: 1000 – 1999 | Last Updated | Section | Status |
|---|---|---|---|---|
| 1361 | Study or Exam Leave | 05/09/2019 | Leave Team | Complete |
| 1362 | Interview Leave | 05/09/2019 | Leave Team | Complete |
| 1363 | Jury Service | 05/09/2019 | Leave Team | Complete |
| 1364 | Witness in Court Leave | 05/09/2019 | Leave Team | Complete |
| 1365 | Work in EU Leave | 05/05/2019 | Leave Team | Complete |
| 1366 | Extend Work with EU Leave | 05/09/2019 | Leave Team | Complete |
| 1367 | Return from Work in EU Leave | 05/09/2019 | Leave Team | Complete |
| 1368 | Commence Managed Attendance Processes | 05/09/2019 | Leave Team | Complete |
| 1369 | Managed Attendance Maintaining Option 1 | 05/09/2019 | Leave Team | Complete |
| 1370 | Managed Attendance Maintaining Option 2 | 05/09/2019 | Leave Team | Complete |
| 1371 | Ending Managed Attendance | 05/09/2019 | Leave Team | Complete |
| 1372 | Charitable Organisation Leave | 05/09/2019 | Leave Team | Complete |
| 1373 | Emergency Services Leave | 05/09/2019 | Leave Team | Complete |
| 1374 | Living Kidney Donor Leave | 05/09/2019 | Leave Team | Complete |
| 1375 | Reserved Defence Forces Leave | 05/09/2019 | Leave Team | Complete |
| 1376 | Civil Defence Leave | 05/09/2019 | Leave Team | Complete |
| 1377 | Represent Ireland in Sport Leave | 05/09/2019 | Leave Team | Complete |
| 1378 | Union Business Leave | 05/09/2019 | Leave Team | Complete |