Guidelines on how to register as SDF and complete Annexure 2

Transcription

1 Guidelines on how to register as SDF and complete Annexure 2

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 CEO DETAILS TRAINING COMMITTEE ACCESSING THE FORMS CREATING FORMS HOW TO COMPLETE ANNEXURE 2 (WSP & PIVOTAL PLAN) A1: Administrative Details A2: Banking Details B: Employment Summary C1: Planned Beneficiaries of Training C5: Scarce Skills WSP * C6: Total Projected Budget E1: Pivotal Planned Beneficiaries of Training Development and Consultative Processes * WSP Checklist HOW TO COMPLETE THE ANNEXURE 2 (ATR & PIVOTAL TRAINING) D: Number of actual beneficiaries of Training D4: Impact Assessment * D5: Actual Spent on training F1: Pivotal Number of actual beneficiaries of training G: General Comments * H: Variance Report I: Vacancies difficult to fill PRINT REPORT DOCUMENT UPLOAD... 24

3 1. REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) 1 Go to W&RSETA s Website: za Click on the " Stakeholder Login Link 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 5 Click on the Save and Proceed button to move to the next step.

4 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. 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

5 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. 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.

6 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. 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.

7 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 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

8 2 Click on the Edit button 3 Capture\Update the banking details then click the Save button. 5. ORGANISATION CEO DETAILS The section below outlines the process for adding/editing CEO s Details 1 Click on Organisation CEO Details from the Organisation Menu 2 Click on the Edit button 3 Capture the CEO 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 only applicable for Medium and Large entities. Step Action Screenshot 1 Click on Training Committee from the Organisation Menu

9 2 Click on the Add Training Committee button 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 W&RSETA 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

10 7 Click on WSP & ATR Forms from the Organisation Menu 8. CREATING FORMS 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 Capture the Number of Employees and click the Save button. 4 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.

11 9. HOW TO COMPLETE ANNEXURE 2 (WSP & PIVOTAL PLAN) The WSP section comprises of 9 forms for 50 or more employees. These are: Administrative Details Banking Details Employment Summary Planned Beneficiaries of Training Pivotal Planned Beneficiaries of Training Scarce Skills (WSP) * Total Projected Budget Development and Consultative Processes * Checklist Please note the OFO code version 2013 is being used for the WSP forms 9.1 A1: Administrative Details The section below outlines the process for verifying Administrative Details 1 Click on WSP Section A1 from 2 The information on this form is populated based on what is captured on Organisation Information and the SDF linked. Note If there are any updates to be made, click on the Edit button 1. The information on this form will populate based on the information captured on the Organisations Information section and the SDF linked to the organisations. 2. Any information updated on this form, will populate. E.g. If the Organisation telephone number is updated on the form and saved then the updated telephone number should be displayed on the organisation information section

12 9.2 A2: Banking Details The section below outlines the process for verifying Banking Details 1 Click on WSP Section A2 from the WSP & ATR Forms Menu 2 The information on this form is populated based on what is captured on Organisation Banking Details section. Select either of the check boxes (on the right) then click Save. NOTE: If the banking details have changed, you are required to submit a signed and stamped letter from the bank for the new banking details. This is compulsory for your submission. 9.3 B: Employment Summary The section below outlines the process for capturing the Employment Summary. 1 Click on WSP Section B from 2 Click on the Create button

13 3 Search for the OFO code and Geography by clicking on the magnifying icon next to them. Populate the rest of the form with the necessary information then click on Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Alternatively, you may use the Excel Importer template. Click on the Excel Importer button. 6 The screen on the right will appear. Click on Download Excel Template and save the template on your computer. 7 Once the template is populated. Click on Choose file to search for the saved template on your computer then click Import to upload. NOTE: DO NOT MAKE CHANGES TO THE TEMPLATE FORMAT 9.4 C1: Planned Beneficiaries of Training This section below outlines the process for adding Planned Beneficiaries of Training.

14 Step Action Screenshot 1 Click on WSP Section C1 from 2 Click on the Create button 3 Search for the OFO code and Geography by clicking on the magnifying icon next to them. Select the Intervention from the combo box and search for the Programme Name. Populate the rest of the form with the necessary information then click on Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Alternatively, you may use the Excel Importer template. Click on the Excel Importer button.

15 6 The screen on the right will appear. Click on Download Excel Template and save the template on your computer. 7 Once the template is populated. Click on Choose file to search for the saved template on your computer then click Import to upload. Note: The records captured on this form will automatically display on form E1: Pivotal Planned Beneficiaries on Training. DO NOT MAKE CHANGES TO THE TEMPLATE FORMAT 9.5 C5: Scarce Skills WSP * *Applicable to Medium and Large entities only The section below outlines the process for capturing the Scarce Skills WSP 1 Click on WSP Section C5 from 2 Click on the Create button 3 Search for the OFO Code and specify the Number of needed people then click on Save. 4 Once the record is saved, one has the option to Edit or Remove it.

16 9.6 C6: Total Projected Budget The section below outlines the process for capturing the projected budget for training. 1 Click on WSP Section C6 from 2 Click on the Edit button 3 Specify the budget amount then click Save. 9.7 E1: Pivotal Planned Beneficiaries of Training The section below outlines the process for viewing the Pivotal Planned Beneficiaries of Training form. 1 Click on WSP Section E1 from 2 The detail populated from Form C1, will appear as on the right. 9.8 Development and Consultative Processes * *Applicable to Medium and Large entities only The section below outlines the process for complete the below form. 1 Click on WSP Development and Consultative Processes from

17 2 Click on the Edit button 3 Populate all the required fields, upload the Latest Training Committee Minutes then proceed to click the Save button. NOTE: The Meeting minutes upload is compulsory before saving the form. 9.9 WSP Checklist The section below outlines the process for completing the checklist: 1 Click on WSP Checklist Processes from 2 Click on the Edit button 3 Verify that all the required information is completed by ticking the checkboxes then proceed to click the Save button.

18 10. HOW TO COMPLETE THE ANNEXURE 2 (ATR & PIVOTAL TRAINING) The ATR section comprises of 7 forms for 50 or more employees. These are: Number of actual beneficiaries of Training Impact Assessment Actual Spent on training Pivotal Number of actual Beneficiaries of Training General Comment Variance Report Vacancies difficult to fill Please note the OFO code version 2013 is being used for the ATR forms 10.1 D: Number of actual beneficiaries of Training The section below outlines the process to capture Actual beneficiaries of Training 1 Click on ATR Section D from 2 Click on the Create button 3 Search for the OFO code and Geography by clicking on the magnifying icon next to them. Populate the rest of the form with the necessary information then click on Save. 4 Once the record is saved, one has the option to Edit or Remove it.

19 5 Alternatively, you may use the Excel Importer template. Click on the Excel Importer button. 6 The screen on the right will appear. Click on Download Excel Template and save the template on your computer. 7 Once the template is populated. Click on Choose file to search for the saved template on your computer then click Import to upload. NOTE: DO NOT MAKE CHANGES TO THE TEMPLATE FORMAT 10.2 D4: Impact Assessment * *Applicable to Medium and Large entities only 1 Click on ATR Section D4 from 2 Click on the Create button 3 Type a motivation in the textbox provided then click on the Save button. 4 Once the record is saved, one has the option to Edit or Remove it.

20 10.3 D5: Actual Spent on training The section below outlines the process to capture Actual spent amount on Training 1 Click on ATR Section D5 from 2 Click on the Edit button 3 Specify the Spent amount and upload the Training Intervention Spreadsheet 4 Once the record is saved, one has the option to Edit or Remove it Rules 1. Users will upload a document for the proof of training. This is compulsory before the form is saved 10.4 F1: Pivotal Number of actual beneficiaries of training This form will display the number of actual beneficiaries of training on pivotal programmes 1 Click on ATR Section F1 from

21 2 The detail populated from Form D, will appear as on the right G: General Comments * The section below outlines the process adding comments about the forms. *Applicable to Medium and Large entities only 1 Click on ATR Section G from 2 Click on the Edit button 3 Capture your comments in the textbox provided then click on the Save button H: Variance Report The section below outlines the process of adding comments to explain the variances in totals 1 Click on ATR Section H from

22 2 Select the record and click on the Edit button to add a comment. 3 Provide a comment explaining the variance in totals then click on the Save button I: Vacancies difficult to fill The section below outlines the process of capturing occupations that are difficult to fill 1 Click on ATR Section I from 2 Click on the Create button 3 Populate the necessary fields and click on the Save button. 4 Once the record is saved, one has the option to Edit or Remove it.

23 11. 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. 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.

24 12. 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.