1 Version Control. 2 Introduction. 3 Technical Information. 1.1 Document Details Version V0.1 Alize Groenewald

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2 Table of Contents 1 VERSION CONTROL Document Details Revision History INTRODUCTION Purpose of this document Terms and Definitions TECHNICAL INFORMATION Browsers Minimum Hardware Requirements PROCESS NAVIGATION ACCESSING INDICIUM Indicium Landing Page Forgotten Password SDF REGISTRATION Application Details Organisation Details ORGANISATION PROFILE Organisation Details Organisation Contacts Organisation Banking Details Organisation Training Committee Details Organisation CFO Details ANNEXURE II WSPR COMPLETION Navigation How to get to the forms Note to SDF Annual Training Report (ATR) Forms Online Capturing Small (Public/Private) Forms Rules per form Private Forms Rules per form Public Forms Rules per form PDE Forms Rules per form Workplace Skills Plan (WSP) Forms Online Capturing Small (Public / Private) Forms Rules per Form Page 1 of 89

3 Private Forms Rules per form Public Forms Rules per form PDE Forms Rules per form BULK IMPORT Import Troubleshooting Errors from Exception Report NOTES Page 2 of 89

4 1 Version Control 1.1 Document Details Version V0.1 Author Alize Groenewald Contributors ETDP SETA: Skills Team 1.2 Revision History VERSION DATE BY WHOM CHANGES V0.1 February 2017 Alize Groenewald Original Manual V0.2 November 2017 Alize Groenewald Changes for ATR 2018/2019 added V0.3 February 2018 Alize Groenewald NEW OFO Code, WSP Forms 2018/2019 and Bulk Import guidelines added. 2 Introduction 2.1 Purpose of this document The purpose of this document is to ensure that Skills Development Facilitators (SDFs) are equipped with all the information pertaining to the ETDP SETA Indicium system. This will therefore permit the facilitator to register as an ETDP SETA Indicium SDF and will enable the SDF to comply with the submission of the Annexure II WSP/ATR by the legislative due date (30 April 2017). 2.2 Terms and Definitions The following terms are used in this document 1 Indicium Latin for Information name of the system developed for ETPD SETA. 2 SDF Skills Development Facilitator 3 WSP Workplace Skills Plan 4 ATR Annual Training Report 5 Lookup Field A field containing a set of values to select from, no other values than these can be used 6 Free Text Field This field allows the SDF to enter any text 7 Numeric Field This field allows the SDF to enter only numerical values 9 Alphanumeric Field This field allows the SDF to enter alphabetical as well as numerical values 10 Currency Field This field gets noted in Rand value 3 Technical Information 3.1 Browsers ETDP SETA Indicium is compatible with the following browsers: 1. Internet Explorer 2. Google Chrome Page 3 of 89

5 3.2 Minimum Hardware Requirements Minimum requirements for hardware are as follows Windows 7 or above Service Pack 1 Intel Celeron minimum but Core i-3 or better suggested 2GB RAM minimum but 4GB suggested At least 20GB free hard drive space Microsoft Office Adobe PDF reader ADSL or 3G. Dial-up lines are not recommended. 4 PROCESS Page 4 of 89

6 5 Navigation To following will assist to navigate the system # Navigation Screenshot Explanation 1 Dashboard Menu Clicking Dashboard will return you to the Item SDF Dashboard with the list of organisations linked to the SDF profile. 2 Skills Menu Item Clicking Skills will navigate to the submenu items: Organisation SDF 3 View Clicking View next to, the company name will open the company profile. 4 Organisation Details Clicking Organisation Details will navigate to the selected company details, allowing the SDF to update the company details. 5 Organisation Contact Clicking Organisation Contact will navigate to the section allowing the SDF to add contact information from the company. 6 Organisation Bank Details Clicking Organisation Bank Details will navigate to the section allowing the SDF to add update and confirm the banking details of the company. 7 Child Organisations Clicking Child Organisations will navigate to the section, allowing the SDF to view the details of the organisations linked to the organisation. 8 Training Committee Clicking Training Committee will navigate to the section of selected company allowing the SDF to add the details of the members of the companies training committee. 9 Organisation CFO Details Clicking Organisation CFO Details will navigate to the section allowing the SDF to add and update the details of the members of the companies training committee. 10 Annexure 2 WSPR Clicking Annexure 2 WSPR will navigate to the Annexure 2 WSP forms, allowing the SDF to complete the forms. Page 5 of 89

7 11 Annexure 2 WSPR Document Uploads Clicking Annexure 2 WSPR Document Uploads will navigate to the section that will allow the SDF to upload all necessary and compulsory documentation needed for the submission of the Annexure 2 WSPR. 12 Grants and Levies Clicking Grants and Levies will navigate to the section that will allow the SDF to view Levies contributed, Grants received and print remittances. 13 Edit Clicking Edit will make certain fields available to the SDF to edit and update. 14 Save Clicking Save will save the information that the SDF changed / updated. l 15 Cancel Clicking Cancel will navigate back to the page before it was edited. Changes made by the SDF will not be saved. 16 Create Clicking Create will allow the SDF to create new records for contacts. 17 Remove Clicking Remove will remove the selected record. Once removed the record will be available anymore, nor will the user be able to restore the removed record. 18 Update Clicking Update will allow the SDF to update a selected field. Page 6 of 89

8 6 Accessing Indicium 6.1 Indicium Landing Page The ETDP SETA Indicium system can be accessed via the ETDP SETA website The Annexure II WSPR link will navigate to the ETDP SETA Indicium Landing Page 6.2 Forgotten Password Once the SDF is registered on the system, it is possible to forget one s password therefore, Indicium has an online forgot password functionality. Please follow the following steps if you have forgotten your password. Step Action / Screenshot 1 The SDF navigates to the ETDP SETA Indicium Seta Management System page. Page 7 of 89

9 2 The SDF clicks on the Forgot Password link and add their username. The system will generate an with a temporary password when the SDF clicks on the Request Password button. 2 Use the username and temporary password on the logon page. 3 Indicium will revert the Change Password page for the SDF to update the password to a new password. Please note the following rules on Creating of Passwords: Page 8 of 89

10 The SDF then clicks on the Change Password button to save the password. Indicium will navigate to the logon screen once the password has been successfully changed. 4 Indicium will navigate back to the logon page where the SDF now needs to use the changed password to logon to the ETDP SETA Indicium system # Rule 1 The length of the password must be at least 8 characters long 2 Your password must contain one capital/upper case letter 3 Your password must at least contain one-digit number 4 Your password must at least contain a symbol {\*&%$#@ 5 The password expires after 30 days, and the SDF will be required to enter a new password each 30 days. Page 9 of 89

11 7 SDF Registration This section outlines the registration steps to be followed by the SDF. NOTE: SDF s that completed submission online in 2018/2019 do not need to re-register. Only NEW SDF s need to register. 7.1 Application Details The first phase of the registration is for the SDF to complete their details. Step Procedure 1 Navigate to the ETDP SETA website 2 Click on the Stakeholder Login link 3 The system will navigate to the ETDP SETA Indicium landing page 4 The user clicks on the SDF Registration link Page 10 of 89

12 5 The system presents a Registration window 6 The user confirms that the registration is for a SDF by selecting the SDF option 7 The user clicks on the Registration button 8 The user completes the Applicant Details screen by completing the following fields: # Field Comment 1 ID No Alpha-numeric 2 Alternate ID Type The alternate ID Number is compulsory only when the ID No added is not a South African ID Number. The user will select one of the following: The system completes the Birth Date and Gender once a South African ID is entered. 1 Birth Certificate Number 2 Employee Number 3 None 4 Passport Number 5 Student Number Page 11 of 89

13 3 Title The user will select one of the following: 1 Adv 2 Dr 3 Miss 4 Mr. 5 Mrs. 6 Ms. 7 Prof 4 First Name Text Field 5 Middle Name Text Field 6 Surname Text field 7 Initials Populated Field 8 Date of Birth This field populates from the South African ID Number. Where the ID Number is not a South African ID Number, the user needs to select the date of birth. 9 Gender The user will select one of the following: Where an ID is entered that is not South African the user will need to indicate the alternate ID Type 1 Male 2 Female 10 Equity The user will select one of the following: 1 Black: African 2 Black: Coloured 3 Black: Indian/Asian 4 White The system populates the Initials once the First Name and Middle Name is populated Page 12 of 89

14 11 Disability Status The user will select one of the following: 1 Communication (talking, listening) 2 Disabled but unspecified 3 Emotional (behavioral or psychological 4 Hearing (even with a hearing aid) 5 Intellectual (difficulties in learning); retardation 6 Multiple 7 None 8 Physical (moving, standing, grasping) 9 Sight (even with glasses) 12 Home Language The user will select one of the following: The system also allows Alternate ID Numbers to be captured. The system changes the format of the ID Number field to alphanumeric once the user selects and alternate ID, allowing the user to enter an identification number. 1 Afrikaans 2 English 3 isindebele 4 isixhosa 5 isizulu 6 Other 7 sepedi (also known as Northern Sotho / Sesotho sa Lebowa) 8 sesotho 9 setswana 10 siswati 11 South African Sign Language 12 tshivenda 13 xitsonga 13 Nationality The user will select one nationalities listed in this field Page 13 of 89

15 14 Citizen Residential Status The user will select one of the following: 1 Dual (SA plus other) 2 Other 3 Permanent Resident 4 South Africa 5 Unknown 15 Socio Economic Status The user will select one of the following: 1 Employed 2 Unemployed 16 Telephone Number Numeric Field 17 Cell Phone Number Numeric Field 18 Fax Number Numeric Field 19 E Mail Valid address 20 Physical Address The Postal Code must be populated for the system to auto populate the Municipality, Density and Province for the physical address 21 Postal Address The Postal Code must be populated for the system to auto populate the Municipality, Density and Province for the postal address The system populates the Municipality, Density and Province based on the Code entered. The user can populate the postal address with the physical address details by selecting the Use Physical Address for Postal Address option Page 14 of 89

16 22 Highest Education The user will select one of the following: 1 Advanced Certificate 2 Advanced Diploma 3 Apprenticeship / Trade Cert 4 Diploma 5 Further Diploma 6 Further Education and Training Certificate 7 Higher Certificate 8 Honours Degree 9 Master s Degree 10 National First Degree (min 480) 11 National Higher Certificate 12 National Higher Diploma 13 National Master s Degree 14 PG B Deg 15 Post Dip Diploma 16 Post Graduate Diploma 17 Post Basic Diploma 18 Professional Diploma 19 Qual at Nat Sen Cert Level 20 Schl below SenC: not full Qual 21 Senior Certificate Current Occupation Alpha-numeric field 24 Years in Occupation Numeric field 25 Experience (SDF Work Experience Text Page 15 of 89

17 26 Unit standards completed Lookup Field: Values: Click on the Save and Proceed button to proceed to the next step. The system test that all compulsory fields are populated and will indicate where compulsory information is missing. 7.2 Organisation Details The second phase is for the SDF to link the organisations they are completing and submitting Annexure II WSPRs Page 16 of 89

18 Step Procedure 1 Once the SDF saves their applicant / personal details will the system navigate to the Organisation details page. 2 Search for the organisation by clicking on the magnifying glass 3 The user will add the L Number for the company that you are searching for 4 The user will click on the Search button for the system to search for the company Page 17 of 89

19 Step 5a Procedure Where the company does not exist, the system will display a message of No records found 5b 6a The user will need to add a new / correct L number and search again The system will return the results should the company exist for the search criteria used 6b The user will click on the company name Page 18 of 89

20 Step Procedure 7 The user will click on the Select button to add the company 8 The user will indicate whether the user is acting for the employer by clicking the tick box 9 The user will not tick the tick box if they do not act for the employer 10 The user will select the function that they are performing for the Employer The user will select one of the following: 1 Group of Organisations 2 Single establishment 11 The user will indicate the method of appointment The Self Employed option is removed: 1 Appointed by Employer 2 Other, If Other, please specify 3 Self-appointed Page 19 of 89

21 Step Procedure 12 Where the user selects option 2, the user will need to complete the Other method of appointment text box 13 The user will click on the Choose file to upload the signed Letter of appointment that will be viewed by ETDP to approve or reject the SDF registration 14 The user will click on the Upload button to save the letter that needs to be uploaded Page 20 of 89

22 Step Procedure 15 The system will show a green line once the document has been uploaded 16 The user needs to click on the upload button again to save all information captured and uploaded on the system 17 The system will the reflect the organisation name, SDL number and letter uploaded 18 The user will repeat step 3 to 17 in the case where the user needs to be linked to more than one company Page 21 of 89

23 Step Procedure 19 The user will click on Finalise Application button to finalise the SDF registration process Page 22 of 89

24 8 Organisation Profile Once a SDF has access to the Organisation Profile, the SDF will be expected to update the details and ensure that the details on Indicium is correct and current 8.1 Organisation Details Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code Page 23 of 89

25 Step Procedure Screenshots 5 Click on the Search button 6a The system must return the search results for the search criteria used 6b Where the system does not find data, the system must display a message No records found for the search criteria used Page 24 of 89

26 Step Procedure Screenshots 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 To user will click on the Edit button to update Organisation Details 11 The following fields can be updated: # Field Type 1 Legal Name Text 2 Trade Name Text 3 Organisation Registration Number Type Lookup Page 25 of 89

27 Step Procedure Screenshots 1 Cipro 2 Company Registration Number 3 Department of Social Development 4 Organisation Registration Alpha-numeric Number 5 Type of Organisation Lookup 1 Private Offering FET 2 Private Offering FET and HET 3 Private Offering HET 6 Legal Status / Type of Entity Lookup 1 Close Corporation 2 CBO 3 NGO 4 Other 5 Partnership 6 Pty/Ltd 7 Section 21 Company 8 Sole Proprietor 9 Public Benefit Organisation (PBO) 10 Non-Profit Organisation (NPO) Page 26 of 89

28 Step Procedure Screenshots 11 Trust 7 Partnership Lookup 1 Private 2 Private / Public 3 Public 8 Phone Number Numeric 9 Fax Number Numeric 10 Current SETA Region Lookup 1 Eastern Cape 2 Freestate 3 Gauteng 4 Kwa-Zulu-Natal 5 Limpopo 6 Mpumalanga 7 North West 8 Northern Cape 9 Western Cape System validate rules The system populates the Municipality, Density and Province based on the Code entered. Page 27 of 89

29 Step Procedure Screenshots 11 Sic Code Description Lookup The user can populate the postal address with the physical address details by 12 Chambers Lookup selecting the Use Physical Address for Postal Address option 1 ECD & AETA 2 Research and HET 3 Schooling and Provisioning 4 TVET 13 Number of Employees Numeric 14 Number of Employees Populated (Employment Profile) 15 Total Annual Payroll for the end Numeric of the Previous Financial year (Subject to SDL) 16 SARS Number Numeric 17 Cipro Number Numeric 18 GPS Coordinates Numeric 19 Physical Address 20 Postal Address 21 Use Physical Address for Postal Select Address 22 Confirm Details Select The user confirms the Organisation details Page 28 of 89

30 Step Procedure Screenshots 12 The user must click on the Save button to save the changes made Page 29 of 89

31 8.2 Organisation Contacts The SDF will be able to update the Organisation Contacts following the next steps: Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button Page 30 of 89

32 Step Procedure Screenshots 6a The system must return the search results for the search criteria used 6b Where the system does not find data, the system must display a message No records found for the search criteria used Page 31 of 89

33 Step Procedure Screenshots 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Organisation Contact sub menu option Page 32 of 89

34 Step Procedure Screenshots 11 The system will navigate to the Organisation Contact page 12 The user will click on the Create button to add a new contact 13 The user will complete the following fields: # Field Type 1 Title Lookup 2 First Name Text 3 Surname Text 4 Initials Populate 5 Designation Lookup 1 CEO 2 COO 3 Financial Manager 4 HR Manager 5 Other 6 Training Manager 6 Telephone Number Numeric 7 Cell phone Number Numeric 8 Fax Number Numeric 9 E Mail Alpha-numeric Page 33 of 89

35 Step Procedure Screenshots 10 Postal Address 14 To save the information the user will click on the Save button 15 To edit information of a contact already added the user will select the contact 16 The user will then click on the Edit button 17 The user will update the information and click on the Save button to save the information. 18 To remove a contact that is already on the contact details pate the user will select the contact 19 The user will click on the Remove button Page 34 of 89

36 8.3 Organisation Banking Details The SDF will be required to confirm the banking details of the organisation by following the next steps: Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button Page 35 of 89

37 Step Procedure Screenshots 6a The system must return the search results for the search criteria used 6b Where the system does not find data, the system must display a message No records found for the search criteria used Page 36 of 89

38 Step Procedure Screenshots 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Organisation Bank Details sub menu option Page 37 of 89

39 Step Procedure Screenshots 11 The system will navigate to the Organisation Bank Details page 13 The user will complete the following fields: # Field Type 1 Banking Details Upload Choose File 2 Bank Name Lookup 1 ABSA 2 Bank of Athens 3 BOE 4 Boland PKS 5 Capitec 6 City Bank 7 First National 8 First Rand 9 HBZ Bank 10 HSBC 11 Investec 12 MEEG / ABSA 13 Mercantile Lisbon 14 NBS 15 Nedbank 16 Rand Mercantile Bank 17 Reserve Bank 18 Standard Bank Page 38 of 89

40 Step Procedure Screenshots 3 Account Number Numeric 4 Account Holder Text 5 Account Type Lookup 1 Credit 2 Current 3 Savings 4 Transmission 6 Branch Name Text 7 Branch Code Numeric 8 Status Numeric 9 Declaration Check box 14 To save the information the user will click on the Save button 15 To view the uploaded document the user will click on the hyperlink saved in the Latest Banking Details Document Uploaded Page 39 of 89

41 8.4 Organisation Training Committee Details The SDF for organisation with 50 + employees will be required to capture Training Committee details this is however not a compulsory requirement to submit Annexure II WSPR Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button Page 40 of 89

42 Step Procedure Screenshots 6a The system must return the search results for the search criteria used 6b Where the system does not find data, the system must display a message No records found for the search criteria used Page 41 of 89

43 Step Procedure Screenshots 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Child Organisations sub menu option Page 42 of 89

44 Step Procedure Screenshots 11 The system will navigate to the Training Committee page 13 The user will add a new training committee member by clicking on the Add Training Committee Members button 14 The user will complete the following fields: # Field Type 1 Title Lookup 2 First Name Text 3 Surname Text 4 Initials Populated 5 Designation Lookup 1 CEO 2 COO 3 Financial Manager 4 HR Manager 5 Other 6 Training Manager 6 Telephone Number Numeric 7 Cell Phone Number Numeric 8 Fax Number Numeric 9 Alpha-numeric Page 43 of 89

45 Step Procedure Screenshots 10 Name of Union Text 11 Position in Union Text 15 The user will click on the Save button to save the Training Committee Member 16 To update a Training Committee Members Details, the user will highlight the member 17 The user will click on the Update button 18 The user will update the necessary details and click on the Save button to save the updated information 19 To Remove a captured committee member the user will highlight the member Page 44 of 89

46 Step Procedure Screenshots 20 The user will click on the Remove button Page 45 of 89

47 8.5 Organisation CFO Details The SDF will be required to provide the CFO details of the organisation by following the next steps: Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button Page 46 of 89

48 Step Procedure Screenshots 6a The system must return the search results for the search criteria used 6b Where the system does not find data, the system must display a message No records found for the search criteria used Page 47 of 89

49 Step Procedure Screenshots 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Organisation CFO Details sub menu option Page 48 of 89

50 Step Procedure Screenshots 11 The system will navigate to the Organisation CFO Details page 13 The user updates the CFO Details by clicking on the Edit button 14 The user will complete the following fields: # Field Type 1 First Name Text 2 Surname Text 3 Cell Phone Number Numeric 4 Direct Telephone Number Numeric 5 Fax Number Numeric 6 Alpha-numeric 15 The user will click on the Save button to save the CFO Details Page 49 of 89

51 9 Annexure II WSPR Completion This section assists the SDF with the completion and submission of the Annexure II WSPR Annual Reports. 9.1 Navigation To navigate to the Annexure II WSPR forms the steps set out below must be followed: How to get to the forms Step Procedure 1 Navigate to the ETDP SETA website 2 Click on the Stakeholder Login link 3 The system will navigate to the ETDP SETA Indicium landing page Page 50 of 89

52 Step Procedure 4 Enter your user credentials and click on the Login button 5 The system will open the SDF dashboard 6 Click on the view link next to the company that needs an Annexure II WSPR submission Page 51 of 89

53 Step Procedure 7 Follow the steps in section 8.1 to confirm the organisation details. This is a requirement for the system to create the Annexure II WSPR forms 8 Click on the Annexure II WSPR menu option once the organisation details are confirmed 9 The system will open the Annexure II WSPR dashboard # Field Name Field Description 1 Page Heading 2 Hyperlinks Authorization pages 3 Financial Year Lookup Values 1 01 April March April March April March April March Form Type Prepopulated according to the 01 April March 2019 submission 10 Select 01 April March 2019 as the Financial year Page 52 of 89

54 Step Procedure 11 The system pre-populates the Form type according to the 01 April March 2019 submission 12 Click on the Create button to create the forms for Small Company 13 The system will create a record 14 Click on the View button to open the forms created for the company 15 The system will open the forms, there is a Select button to access each form details Page 53 of 89

55 Step Procedure The system will create the ATR forms based on the WSP submssion of 2018/ Note to SDF 1 Click on the Select button next to each form to open the form 2 Click on the Main Page button to navigate to the Annexure II WSPR dashboard 3 Click on the Submit WSP/ATR button once the information is captured and information is ready to be submitted. NOTE: - The system will display a Submit Notification. Pay attention to this notification as this will inform you of any forms still outstanding for completion. - The Grant status will be updated to Submitted once this button is clicked - The Submitted date will be populated by the system with the date on which the Annexure II WSPR is submitted - For the SETA to recognise this as a submission, the SDF MUST click on the Submit WSP/ATR button. Page 54 of 89

56 Click on the OK button to return to the list of forms. 4 It is important to save the information on the forms click on the Add or Save button to save your information 5 The Edit button on the forms will assist you to make changes to a record that exists click on the record, click on the Edit button, make the changes and click on the Save button to save your changes 6 The Remove button on the forms will allow you to remove a record - click on the record, click on the Remove button, the system will remove the record 7 The remove All button will remove all the records for this form. 8 IMPORTANT: You will NOT be able to recover a record(s) removed. 9 Click on the Print button to download the report in PDF format. 10 Click on the Print Authorisation hyperlink to only download the Authorisation page. Note that there is a specific Authorisation age per form type. Please ensure that you select the correct one for the forms that was created. Page 55 of 89

57 9.2 Annual Training Report (ATR) Forms Online Capturing Submission of the Annexure II WSP 2018/2019 requires online capturing of the required forms. Once the forms are created, the information will look as follows for the different form types: Small (Public/Private) Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section D1 ATR: Training Done Compulsory Page 56 of 89

58 Rules per form # Section Form Name Comments 1 Section A Administrative 1 Ensure that all fields are completed 2 Ensure that banking details are uploaded 2 Section D1 ATR: Training Done 1 The system will populate this form with the information that was submitted on the WSP form for 2018/ The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL the information permanently. iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 3 Use the 2017 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional, as the user needs to complete at least one of the fields before the system allows the user to save the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] Page 57 of 89

59 # Section Form Name Comments 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique Page 58 of 89

60 Private Forms # Secom Form Name Form Completion 1 Section A Administrative Compulsory 2 Section F1 ATR: Total Training Report Compulsory 3 Section F2 ATR: Training Report - NQF level Compulsory 4 Section F3 ATR: AET Trained Not compulsory 5 Section G1 ATR: Pivotal Report Not compulsory 6 Section G2 ATR: Pivotal Training Report - NQF level NOT COMPULSORY FOR MEDIUM BUT COMPULSORY FOR LARGE 7 Section G3 Pivotal Report Impact Not compulsory Page 59 of 89

61 Rules per form # Section Form Name Rules 1 Section A Administrative 1 Where information is incorrect, allow to update on page 2 Add a Browse field called Proof of banking details with a button to allow the user to upload the banking details. Page 60 of 89

62 # Section Form Name Rules 2 Section F1 ATR ATR: Total Training Report 1 The system will populate this form with the information that was submitted on the WSP form for 2018/ The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL the information permanently. iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 3 Use the 2017 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional, as the user needs to complete at least one of the fields before the system allows the user to save the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups Page 61 of 89

63 # Section Form Name Rules 12 Occupational Name + Specialization / Alternative Title must be unique 13 The system to populate this form with the information that the SDF captured on the Section B - Employment Summary 14 The system must allow the users to edit, delete, add new information 3 Section F2 ATR: Training Report - NQF level 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected Page 62 of 89

64 # Section Form Name Rules 4 Section F3 ATR: AET Trained 1 The system will populate this form with the information that was submitted on the WSP form for 2018/ The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL the information permanently. iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 5 Section F4 Report on Impact 6 Section G1 PIVOT ATR: Pivotal Report 1 The system will populate this form with the information that was submitted on the WSP form for 2018/ The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes Page 63 of 89

65 # Section Form Name Rules ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL the information permanently. iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 3 Use the 2017 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional, as the user needs to complete at least one of the fields before the system allows the user to save the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique 13 The system to populate this form with the information that the SDF captured on the Section B - Employment Summary 14 The system must allow the users to edit, delete, add new information 7 Section G2 ATR: Pivotal Training Report - NQF level 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected Page 64 of 89

66 # Section Form Name Rules 8 Section G3 Pivotal Report Impact 3 Populate the Specialization. Alternative Title when OFO code is selected Public Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section G1 ATR: Total Training Report Compulsory 3 Section G2 ATR: Training Report - NQF level Compulsory 4 Section G3 ATR: AET Trained Not Compulsory Page 65 of 89

67 5 Section G4 ATR: Report on Training Budget Compulsory 6 Section G5 ATR: Report on Additional Training Budget Compulsory 7 Section H1 ATR: Pivotal Report Compulsory 8 Section H2 ATR: Pivotal Training Report - NQF level Compulsory 9 Section H3 ATR: Pivotal Expenditure Report Compulsory 10 Section H4 ATR: Pivotal Additional Expenditure Report Compulsory 11 Section H5 Impact Analysis Not Compulsory Rules per form Kindly refer to section for the detailed form rules Page 66 of 89

68 PDE Forms # Section Form name Form Completion Section A Administrative Compulsory Section G1 ATR: Total Training Report Compulsory Section G2 ATR: Training Report - NQF level Compulsory Section G3 ATR: AET Trained Not Compulsory Section G4 ATR: Report on Training Budget Compulsory Section G5 ATR: Report on Additional Training Budget Compulsory Section H1 ATR: Pivotal Report Compulsory Section H2 ATR: Pivotal Training Report - NQF level Compulsory Page 67 of 89

69 # Section Form name Form Completion Section H3 ATR: Pivotal Expenditure Report Compulsory Section H4 ATR: Pivotal Additional Expenditure Report Compulsory Section H5 Impact Analysis Not Compulsory Rules per form Kindly refer to section for the detailed form rules 9.3 Workplace Skills Plan (WSP) Forms Online Capturing On page 34, step 11 you will note that when you created the 2019/2020 forms, the system automatically populated the form type for the ATR. You need to select the form type for WSP the system will not automatically populate this. When you clicked on the view button to access the forms, you will note that there is a section for WSP. Next to the heading is a Form type dropdown field = please select the from type for completing the WSP Small (Public / Private) Select Small (Public / Private) from the Type of from dropdown list and click on create for the system to create your forms. Page 68 of 89

70 Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section B1 Employment Summary as at 31 March 2019 Compulsory 3 Section B2 Hard-to-fill vacancies Compulsory 4 Section C2 Skills Gap Compulsory 5 Section D2 WSP: Planned Training Compulsory 6 Section E General Comments Non-Compulsory 7 Section F Please upload the Authorisation Page Compulsory Rules per Form Page 69 of 89

71 # Section Form Name Comments 1 Section A Administrative 1 Ensure that all fields are completed 2 Ensure that banking details are uploaded 2 Section B1 Employment Summary as at 31 March Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 The race / gender breakdown field are condition as the user needs to complete at least one of the fields before the system allows the user to save the information 5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique 3 Section B2 Hard-to-fill vacancies 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 Section C2 Skills Gap 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 5 Section D2 WSP: Planned Training 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 6 Section E General Comments 7 Section F Please upload the Authorisation Page 1 This is compulsory for the SDF to submit their Annexure II WSPR 2 When uploaded the system must create a hyperlink to allow users to view the uploaded file 3 This document will also display on the document uploads tab Page 70 of 89

72 Private Select Private from the Type of from dropdown list and click on create for the system to create your forms Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section B Employment Summary as at 31 March 2018 Compulsory 3 Section C2 Hard-to-fill Vacancies Compulsory 4 Section D1 WSP: Total Planned Training Compulsory 5 Section D2 Skills Gap Compulsory 6 Section D3 WSP: Planned ABET/AET Compulsory 7 Section H General Comments Compulsory 8 Section J Please upload the Authorisation Page Compulsory Page 71 of 89

73 Rules per form # Section Form Name Rules 1 Section A Administrative 1 Where information is incorrect, allow to update on page 2 Add a Browse field called Proof of banking details with a button to allow the user to upload the banking details. 2 Section B Employment Summary as at 31 March Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 The race / gender breakdown field are condition as the user needs to complete at least one of the fields before the system allows the user to save the information 5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique 4 Section C2 Hard-to-fill Vacancies 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected 5 Section D1 WSP: Total Planned Training 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected NOTE: The WSP Pivotal Training is now part of this 3 Populate the Specialization / Alternative Title when OFO code is selected form. 4 The race / gender breakdown field are condition as the user needs to complete at least one of the fields before the system allows the user to save the information 5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated Page 72 of 89

74 # Section Form Name Rules 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique 6 Section D2 Skills Gap 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected 7 Section D3 WSP: Planned ABET/AET 8 Section H General Comments 9 Section J Please upload the Authorisation Page 1 This is compulsory for the SDF to submit their Annexure II WSPR 2 When uploaded the system must create a hyperlink to allow users to view the uploaded file 3 This document will also display on the document uploads tab Page 73 of 89

75 Public Select Public from the Type of from dropdown list and click on create for the system to create your forms Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section B1 WSP: Training Budget Compulsory 3 Section B2 WSP: Additional Training Budget Compulsory 4 Section C Employment Summary as at 31 March 2019 Compulsory 5 Section D2 Hard to Fill Vacancies Compulsory 6 Section D3 WSP: Total Planned Training Compulsory 7 Section E1 Skills Development Objectives Compulsory Page 74 of 89

76 # Section Form Name Form Completion 8 Section E2 Skills Development Priorities Compulsory 9 Section E4 Skills Gap Compulsory 10 Section E5 WSP: Planned ABET/AET Compulsory 11 Section F3 WSP: Pivotal Plan: Training Budget Not Compulsory 12 Section I General Comments Compulsory 13 Section J Please upload the Authorisation Page Compulsory Rules per form Refer to section for the detailed form rules Page 75 of 89

77 PDE Select PDE from the Type of from dropdown list and click on create for the system to create your forms Forms # Section Form name Form Completion 1 Section A Administrative Compulsory 2 Section B1 3 WSP: Training Budget Compulsory 3 Section B4 WSP: Additional Training Budget Compulsory 4 Section B5.1 Budget Summary: Institution Based Teachers Compulsory Page 76 of 89

78 # Section Form name Form Completion 5 Section B5.2 Budget Summary: Office-based Educators Compulsory 6 Section C Employment summary as at 31 March 2019 Compulsory 7 Section D2 Hard to Fill Vacancies Compulsory 8 Section E1 Skills Development Objectives Compulsory 9 Section E2 Skills Development Priorities Compulsory 10 Section E3 Skills Gap Compulsory 11 Section E4 WSP: Planned ABET/AET Compulsory 12 Section E5 WSP: Total Planned Training Compulsory 13 Section F3 WSP: Pivotal Plan: Training Budget Compulsory 14 Section I General Comments Compulsory 15 Section J Please upload the Authorisation Page Compulsory Rules per form Refer to section for the detailed form rules Page 77 of 89

79 10 Bulk Import 10.1 Import On the specific forms with the bulk import functionality, please follow the steps as outlined below. The main reasons for bulk import is to assist the SDF with many employees to complete the information on a manual excel template offline and then upload it onto Indicium once all information has been gathered and completed on the excel template. Step Procedure 1 Go to the relevant form, for example Section B: Employment Summary as at 31 March The Bulk Import button are next to the add button. The following screen will appear once you click on the Bulk import button Page 78 of 89

80 Step Procedure 3 Click on Download Excel Template The system will download the document at the bottom of the screen. 4 Open the excel template, if requested on top - click on enable editing Page 79 of 89

81 Step Procedure 5 IMPORTANT NOTES: The spreadsheet will have one (1) rows on top with headings as per the form. This must be left as is The user must start at line 4 when capturing data 6 Please use ONLY the values in the drop downs where applicable any other values will not be allowed during the import. All valid values on the drop downs can be seen on worksheet 2. The dropdown list will contain the information relevant to that specific section on Indicium. The template allows the user to copy and paste ONLY where the specified values are used as per the Drop down List 7 Ensure that the race, age and gender breakdowns correspond Page 80 of 89

82 Step Procedure 8 Ensure that the Specialization code matches the OFO code 9 Once the sheet is completed with all data it can be uploaded /imported into the system at the required form type Save your excel sheet on your desk top or under your documents Go back into the system Open up the specifc form Click on bulk import (as per steps 1 and 2) 10 Click on choose file Page 81 of 89

83 Step Procedure 11 Search for the document from your documents on your computer Page 82 of 89

84 Step Procedure 12 Click on the document, and then click on open 13 Note: Wait for the document to be highlighted in green this will mean the doucment is successfully attached Page 83 of 89

85 Step Procedure 14 If you get a red highlight, the document is not attached correctly. And the process needs to be repeated 15 Click on import (If green) 16 Note: Some excel templates will have 1000 s of rows of data. Depending on the amount of data the system will take either 5 seconds or a minute or two, please remain patient. Please don t click, click. Wait Please also have a look at the top right hand corner Page 84 of 89

86 Step Procedure 17 The screen will dissappear and the user will see a system generated report which can be downloaded to see which files have notbeen successfully imported. If the file is clear all data has been uploaded and the data will appear. 18 Click on the excel sheet (Hyper link) 19 The sheet will download for the SDF to open Page 85 of 89

87 Step Procedure 20 Sheet is blank only the row headings are displaying this shows all the data has been successfully imported and there are no error messages 21 Only those records with an error can be redone and reimported. In the example the import status shows Import file Row 4 Error on record and it shows the error description Selected Specialization/ Alternate title is not linked to the selected Occupational code 22 Correct line 4 ensure the OFO code and Sepcialisation matches and reimport Page 86 of 89

88 10.2 Troubleshooting Errors from Exception Report Step Procedure 1 After every import done on forms. A report is generated with a list of records that did not successfully import 2 Error types: Race Gender Totals does not match Age Group Totals An error means that you have captured number per demographic and gender but have not divided the number into age groups. If you have captured 10 Coloured Males on a row, you must state how many in age group e.g. Age Group - Less than 35= 4 Age Group - 35 to 54= 4 Age - Above 55 = 2 this will give you a total of 10 per age 3 Municipality does not exist This error means that the municipality for the record does not exist on dropdown list of municipalities. It mostly caused by the value being copied and pasted from another excel sheet or word document. To overcome the error kindly use values only available on relevant spreadsheet 4 OFO code occupation does not exist This error means that OFO code for the record does not exist on dropdown list of OFO code occupations. It mostly caused by the value being copied and pasted from another excel sheet or word document. To overcome the error kindly use values only available on relevant spreadsheet to upload. 5 OFO code and Specialization matches This error means that OFO code and specialization does not match. Please use the correct specialization per OFO code. It mostly caused by the value being copied and pasted from another excel sheet or word document. Page 87 of 89