Guidelines on how to register as SDF and hot to complete WSP/ATR forms

Transcription

1 Guidelines on how to register as SDF and hot to complete WSP/ATR forms LARGE CREATED BY DELOITTE

2 Table of Contents 1. REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) ACCESSING ORGANISATION INFORMATION REGISTER OR REMOVE AN ORGANISATION EDIT SDF DETAILS ACCESSING THE ORGANISATION DETAILS ORGANISATIONAL CONTACT DETAILS ORGANISATIONAL BANKING DETAILS ORGANISATION CFO DETAILS TRAINING COMMITTEE ACCESSING THE FORMS CREATING NEW WSP FORMS 2014/ HOW TO COMPLETE ANNEXURE 2 (WSP) Form F: Employees Provincial Profile Form G1: Current Employment (Permanent) Form G2: Current Employment (Temp) Form H1: Planned Learning Programmes H2: Budget Amount for Training Form I1: Employees to be Trained (Permanent) Form I2: Employees to be Trained (Temp) Form J1: Planned AET Training J 2: Scarce Skills Form K: HIV/AIDS Form L PIVOTAL Grants HOW TO COMPLETE THE ATR FORMS 13/ Form C: AET Completed FormD1: Report on Learning Programmes D2: Amount Spent on Training E1: Report on Employees Trained (Permanent) E 2: Report on Employees Trained (Temp) E3: PIVOTAL Training Completed Submitting WSP/ATR Forms PRINT REPORT DOCUMENT UPLOAD... 35

3 1. REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) 1 Type in link on your browser 2 Click on the Register an SDF Link on the login page 3 Click on Register from the Registration Menu 4 Capture the person s details

4 5 Click on the Save and Proceed button to move to the next step. 6 Click on the magnifying glass to select an Organisation to link to your profile 7 Type the SDL number and then click on the Search button The search result will return the organisation if it exist, click on Select button to add it. 8 Upload the Letter of Appointment by clicking on the Choose File button then click on Upload.

5 9 Once the company is linked and the Letter of Appointment uploaded, it will appear as on the right. Proceed to click the Finalise Application button to submit the application 2. ACCESSING ORGANISATION INFORMATION 2.1 REGISTER OR REMOVE AN ORGANISATION 1 Login into the system 2 The Skills Development Facilitators Dashboard will open 3 Click on Register Organisations button 4 Click on the magnifying glass to select an Organisation, upload a Letter of Appointment then click Save to link it to your profile.

6 5 To remove an Organisation Select the record. The row will be highlighted when selected then click on the Remove button. 2.2 EDIT SDF DETAILS The section below outlines the process for editing the SDF s details 1 On the Dashboard, click on Your Details button. 2 Click on the Edit button. Once done, scroll to the bottom and click Save. 2.3 ACCESSING THE ORGANISATION DETAILS 1 From the Dashboard, select the Organisation. The row will be highlighted when selected. Click on the Action button to open the Organisation s profile.

7 2 If the organisation does not appear on the Dashboard, click on the Search button. 3 Search for the Organisation by completing the one of the search criteria fields. 4 Confirm the SETA data is correct If there is any information to be updated, click on the Edit button, then click Save to effect the changes. NOTE: Please note that the information on the right is the information that we receive from the Department of Higher Education to upload onto the system. This information cannot be updated. If you need to update the information of the organisation you can do it on the left side of the screen which is the SETA DATA. Please ensure you check that the number of employees is correct as this influences the type of forms generated. 3. ORGANISATIONAL CONTACT DETAILS The section below outlines the process for adding/editing the organisation s contact person s details 1 Click on Organisation Contact from the Organisation Menu 2 Click on the Create button

8 3 Capture the Contact s details and click the Save button. It is important for the SETA to have the contact details of the persons in the organisation. The reason for this is to be able to communicate with the relevant people of the organisation when the SETA wants to send out invitations to workshops or other functions. Please ensure that the contact details are correct and confirm the details before creating the new WSP forms. 4. ORGANISATIONAL BANKING DETAILS The section below outlines the process for adding/editing Banking Details 1 Click on Organisation Banking Details from the Organisation Menu 2 Click on the Edit button 3 Capture\Update the banking details then click the Save button.

9 5. ORGANISATION CFO DETAILS The section below outlines the process for adding/editing CFOs Details 1 Click on Organisation CFO Details from the Organisation Menu 2 Click on the Edit button 3 Capture the CFO s contact details, then click the Save button. 6. TRAINING COMMITTEE This section below outlines the process for adding/editing the Training Committee member s details. This is compulsory applicable for Large entities and optional to Small entities. Step Action Screenshot 1 Click on Training Committee from the Organisation Menu 2 Click on the Add Training Committee button

10 3 Capture the committee member s details then click on the Save button. 4 To update the details, click on the record and it will be highlighted. Click on the Action icon to open the record. 7. ACCESSING THE FORMS The following steps needs to be followed to access the Annexure 2 on AgriSeta Indicium: 1 Click on the Search button from the Dashboard. 2 Search for the Organisation by completing the one of the search criteria fields. 3 The record will come up. Select the record then click on the Action button to open the Organisation s profile

11 7 Click on WSP & ATR Forms from the Organisation Menu

12 8. CREATING NEW WSP FORMS 2014/2015 The section below outlines the process for creating new forms for the financial year 1 Select the current financial year from the combo box. The page will refresh and the create button will become active. 2 Click on the Create button 3 Once the number of employees has been confirmed, the window on the right will appear. Click on View to see the forms. 1. Users can only create the current financial year s forms and not previous years. 2. Forms can only be created if all fields on the organisation information and contact details tab have been completed and confirmed to be correct. 3. The number of employee captured influences the type of Forms created. 9. HOW TO COMPLETE ANNEXURE 2 (WSP) The WSP section comprises of 11 forms for 50 or more employees. These are: Employees Provincial Profile Current Employment (Permanent) Current Employment (Permanent) Planned Learning Programmes Budget Amount for Training Employees to be Trained (Permanent) Employees to be Trained (Temp) Planned AET Training Scarce Skills HIV/AIDS PIVOTAL Grants Please note the OFO code version 2013 is being used for the WSP forms

13 9.1 Form F: Employees Provincial Profile The section below outlines the process for capturing employee s provincial profile 1 Click on Form F: Employees Provincial Profile from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit and Save again.

14 9.2 Form G1: Current Employment (Permanent) The section below outlines the process for capturing current employment (permanent). 1 Click on Form G1: Current Employment (Permanent) from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it.

15 9.3 Form G2: Current Employment (Temp) The section below outlines the process for capturing current employment (temp). 1 Click on Form G2: Current Employment (Temp) from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save.

16 4 Once the record is saved, one has the option to Edit or Remove it.

17 9.4 Form H1: Planned Learning Programmes The section below outlines the process for capturing planned learning programmes. 1 Click on Form H1: Planned Learning Programmes from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it.

18 9.5 H2: Budget Amount for Training The section below outlines the process for capturing budget amount for training. 1 Click on Form H2 Budget Amount for Training from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save.

19 9.6 Form I1: Employees to be Trained (Permanent) The section below outlines the process for capturing employees trained (permanent). 1 Click on Form I1: Employees to be Trained (Permanent) from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Select tick box should there be no training to be conducted and click Save

20 9.7 Form I2: Employees to be Trained (Temp) The section below outlines the process for capturing employees trained (temp). 1 Click on Form I2: Employees to be Trained (Temp) from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it.

21 5 Select tick box should there be no training to be conducted and click Save 9.8 Form J1: Planned AET Training The section below outlines the process for capturing planned AET training. 1 Click on Form J1: Planned AET Training from the WSP & ATR Forms Menu 2 Click on a AET Level this will highlight the level blue, click Edit to edit numbers per level 3 Complete the details required and click Save. 4 Once repeat above step for all AET levels. 5 Select tick box should there be no AET training to be conducted and click Save

22 5 Select tick box should there be no training to be conducted and click Save 9.9 J 2: Scarce Skills The section below outlines the process for capturing scarce skills. 1 Click on Form J2: Scarce Skills from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Select tick box should there be no training to be conducted and click Save

23 9.10 Form K: HIV/AIDS The section below outlines the process capturing HIV/AIDS info. 1 Click on Form K: HIV/AIDS from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. 4 Once the record is saved will appear as such.

24 9.11 Form L PIVOTAL Grants The section below outlines the process PIVOTAL Grants. 1 Click on Form L: PIVOTAL Grants from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save.

25 4 Once the record is saved will appear as such.

26 10. HOW TO COMPLETE THE ATR FORMS 13/14 The ATR section comprises of 6 forms for 50 or more employees. These are: AET Completed Report on Learning Programme Amount Spent on Training Report on Employees Trained (Permanent) Report on Employees Trained (Temp) PIVOTAL Training Complete Please note the OFO code version 2013 is being used for the ATR forms 10.1 Form C: AET Completed The section below outlines the process to capture AET completed 1 Click on Form C: AET Completed from the WSP & ATR Forms Menu 2 Click on a AET Level this will highlight the level blue, click Edit to edit numbers per level 3 Complete the details required and click Save

27 4 Once the record is saved, one has the option to Edit or Remove it. 4 Once repeat above step for all AET levels. 5 Select tick box should there be no AET training to be conducted and click Save 10.2 FormD1: Report on Learning Programmes 1 Click on Form D1: Report on Learning Programmes from the WSP & ATR Forms Menu 2 Click on the Create button

28 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it D2: Amount Spent on Training The section below outlines the process to capture amount spent on Training 1 Click on Form D2 Amount Spent on Training from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. Tick tick box should there be no money spent on training

29 10.4 E1: Report on Employees Trained (Permanent) This form will display the report on employees trained (permanent) 1 Click on Form E1: Report on Employees Trained (Permanent) from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it.

30 5 Select tick box should there be no training to be conducted and click Save 10.5 E 2: Report on Employees Trained (Temp) 11. This form will display the report on employees trained (temp) 1 Click on Form E2: Report on Employees Trained (Temp) from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save.

31 4 Once the record is saved, one has the option to Edit or Remove it. 5 Select tick box should there be no training to be conducted and click Save 11.1 E3: PIVOTAL Training Completed The section below outlines the process of PIVOTAL training completed. 1 Click Form E3: PIVOTAL Training Completed from the WSP & ATR Forms Menu 2 Click on the Create button

32 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Tick the tick- box and Save if no PIVOTAL training occurred

33 11.2 Submitting WSP/ATR Forms This is process is for submitting WSP/ATR to AGRISETA 1 Select the form that you want to submit. Click on it and it will be highlighted in blue 2 Click on the Submit 3 After Clicking SUBMIT. Note the Grant Status will change from created to Submitted. *make sure the required documents are uploaded these are: Signed authorisation page Copy of cancelled cheque Proof of training complete Copy of bank letter( Stamped by bank) Copy of bank statement

34 12. PRINT REPORT The section below outlines the process of printing the Annexure 2 report. 1 Click on WSP & ATR Forms from the Organisation Menu 2 Select the current financial year from the combo box. And select which form to print The page will refresh then click on the print button. 3 Scroll to the bottom of the page and click on the Download to PDF button.

35 13. DOCUMENT UPLOAD The section below outlines the process of uploading supporting documents 1 Click on WSP & ATR Document Uploads from the Organisation Menu 2 Select the current Document Type from the combo box then click on New Document Button. 3 Select the Financial Year from the combo box, type a small description in the comments section and click on choose file. Click on the Upload button to save.