2016/17 SDF Manual WPS /ATR FP&M SETA

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1 2016/17 SDF Manual WPS /ATR For FP&M SETA Organisation: Project Name: Author: FP&M SETA SDF Manual Bayathandwa Shembe Date: 08/01/2016 Date: 08 January 2016 Page 0

2 Table of Contents Important information to Note before registering as SDF:... 2 SDF Profiles on the system... 2 REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF)... 2 ACCESSING ORGANISATION INFORMATION... 7 REGISTER OR REMOVE AN ORGANISATION... 7 EDIT SDF DETAILS... 9 ACCESSING THE ORGANISATION DETAILS... 9 ORGANISATIONAL CONTACT DETAILS ORGANISATIONAL BANKING DETAILS TRAINING COMMITTEE ORGANISATION CFO DETAILS WSP AND ATR DOCUMENT UPLOAD Uploading proof of banking details Uploading Authorization page Uploading Training Committee Minutes (compulsory for Medium/large organisations) Confirm organisation details CREATING FORMS Banking Details Section A1: Employment Summary Section A 2: Provincial Breakdown Section 1: Annual Training Report Section 2: ATR Trained Pivotal Training Report Section 3: ATR Adult Education and Training Section 4: WSP Workplace Skills plan Section 5 WSP Plan Pivotal Training Section 6: WSP Plan Adult Education Training Impact Assessment Evaluation and Comments Printing of the Forms Printing Authorization page Authorisation page View Grant and Levies Date: 08 January 2016 Page 1

3 Important information to Note before registering as SDF: 1. ID / alternative ID number are key during the registration process 2. Scanned appointment letter from the Organisation(s) to be on hand when accessing the system to register. 3. SDFs to know the SDL numbers of their organisations as they will be required to link and search using the SDL number on the system SDF Profiles on the system Primary SDF has the overall responsibility to submit the WSP/ATR forms on behalf of the organisation; the Primary SDF can also capture the information on the WSP/ATR forms. (Please note that there will be only one Primary SDF profile assigned per organisation) Contract SDFs are appointed by the organisation to support the Primary SDF to capture WSP/ATR forms; however they are not allowed to submit on behalf of the Primary SDF. The Contract SDF profile is available for e.g. Company Administrator/Data Capturer, to provide support where there are large amounts of data that have to be submitted by the organisation. Secondary SDF is appointed by the organisation and has view access to the organisation information e.g. HR manager. This profile has no capturing or editing rights on the system. REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) Steps Action Screenshot 1 Go to FP&MSETA Website: g.za Click on the Stakeholder Login Link which will take you to the Stakeholder Login page Date: 08 January 2016 Page 2

4 Steps Action Screenshot 2 Click on SDF Registration (WSP/ATR) to access the SDF Registration function. 3 Click on Register from the Registration Menu 4 Capture your personal details on the Applicant Details page. Date: 08 January 2016 Page 3

5 Steps Action Screenshot 5 Click on the Save and Proceed button to move to the next step. 6 Click the magnifying glass to search for organisation SDL number 6 Capture the SDL number of your organisation And click search The organisation you search for will show. Click on the SDL number then click Select Select the current Financial year from the drop down Date: 08 January 2016 Page 4

6 Steps Action Screenshot Click on browse to upload the appointment letter then save 7 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 Then you will have to wait for FPMSETA Date: 08 January 2016 Page 5

Steps Action Screenshot Approval to have access to the system You will receive an email notification with your credentials Note you are

7 Steps Action Screenshot Approval to have access to the system You will receive an notification with your credentials Note you are able to link yourself to more than one organisation and must upload an appointment letter for each organisation. Date: 08 January 2016 Page 6

can link yourself to more than one organisation To register additional organisation to your

8 ACCESSING ORGANISATION INFORMATION REGISTER OR REMOVE AN ORGANISATION Steps Action Screenshot 1 Login into the system 2 The Skills Development Facilitators Dashboard will open 3 Note that you can link yourself to more than one organisation To register additional organisation to your profile select financial year 2016/17 on drop down Then click on register Date: 08 January 2016 Page 7

Steps Action Screenshot 4 Click on the magnifying glass to select an

year Click on Choose file to select the Letter of Appointment then Click

Company selected will show as below 5 To remove an Organisation Select

9 Steps Action Screenshot 4 Click on the magnifying glass to select an Organisation, upload Click on financial year to select current financial year Click on Choose file to select the Letter of Appointment then Click Save to link it to your profile. Company selected will show as below 5 To remove an Organisation Select the relevant record. The row will be highlighted when selected then click on the Remove button. Date: 08 January 2016 Page 8

ACCESSING THE ORGANISATION DETAILS Steps Action Screenshot 1 From the Dashboard, select the Organisation.

10 EDIT SDF DETAILS The section below outlines the process for editing the SDF s details Steps Action Screenshot 1 On the Dashboard, click on Your Details button. 2 Click on the Edit button. Once done, scroll to the bottom and click Save. ACCESSING THE ORGANISATION DETAILS Steps Action Screenshot 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. Date: 08 January 2016 Page 9

11 Steps Action Screenshot 2 If the organisation does not appear on the Dashboard, click on the Search button. 3 Search for the Organisation by capturing the SDL number 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. ORGANISATIONAL CONTACT DETAILS The section below outlines the process for adding/editing the organisation s contact person s details Steps Action Screenshot 1 Click on Organisation Contact from the Organisation Menu Date: 08 January 2016 Page 10

12 Steps Action Screenshot 2 Click on the Create button 3 Capture the Contact s details and click the Save button. Please ensure that the contact details are correct and confirm the details before creating the new WSP forms. Date: 08 January 2016 Page 11

ORGANISATIONAL BANKING DETAILS The section below outlines the process for adding/editing Banking Details and uploading of stamped letter from the bank or Cancelled Cheque.

13 ORGANISATIONAL BANKING DETAILS The section below outlines the process for adding/editing Banking Details and uploading of stamped letter from the bank or Cancelled Cheque. Note only Primary SDF Profile can edit Organisation Bank details Steps Action Screenshot 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. When selecting Bank Name the system will automatically add Bank Code Date: 08 January 2016 Page 12

This is only applicable for Medium and Large entities Note: Training Committee now found inside the med / large

14 TRAINING COMMITTEE This section below outlines the process for adding/editing the Training Committee members details. This is only applicable for Medium and Large entities Note: Training Committee now found inside the med / large mandatory grant forms. Step Action Screenshot 1 Click on Training Committee from the WSP & ATR Forms 2 Click on the Select button 3 Capture the committee member s details then click on the Add button. Date: 08 January 2016 Page 13

15 4 To update the details, click on the record and it will be highlighted. Click on the record Then click Edit /remove icon to edit/remove the record. ORGANISATION CFO DETAILS The section below outlines the process for adding/editing CFO s Details Steps Action Screenshot 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. Date: 08 January 2016 Page 14

WSP AND ATR DOCUMENT UPLOAD There are three documents to upload on this section Authorisation Page Proof of Banking Details Training Committee Minutes (not compulsory for small organisations)

16 WSP AND ATR DOCUMENT UPLOAD There are three documents to upload on this section Authorisation Page Proof of Banking Details Training Committee Minutes (not compulsory for small organisations) Uploading proof of banking details Steps Action Screenshot 1 Click on WSP & ATR Document Upload from Menu 2 Select document type on the drop down Then Click on the New Document button 3 Select the financial year then select Browse to upload document lastly click on Upload Document uploaded will show at the bottom with the current financial year Date: 08 January 2016 Page 15

Upload from Menu 2 Select document type on the drop down

17 Steps Action Screenshot Uploading Authorization page Steps Action Screenshot 1 Click on WSP & ATR Document Upload from Menu 2 Select document type on the drop down Then Click on the New Document button Date: 08 January 2016 Page 16

18 Steps Action Screenshot 3 Select the financial year then select Browse to upload document lastly click on Upload Document uploaded will show at the bottom with the current financial year Date: 08 January 2016 Page 17

Uploading Training Committee Minutes (compulsory

Screenshot 1 Click on WSP & ATR Document Upload

Then Click on the New Document button 3 Select

document lastly click on Upload Document uploaded

19 Uploading Training Committee Minutes (compulsory for Medium/large organisations) Steps Action Screenshot 1 Click on WSP & ATR Document Upload from Menu 2 Select document type on the drop down Then Click on the New Document button 3 Select the financial year then select Browse to upload document lastly click on Upload Document uploaded will show at the bottom with the Date: 08 January 2016 Page 18

20 Steps Action Screenshot current financial year Confirm organisation details SDF need to confirm organisation details before creating the forms Steps Action Screenshot 1 Click on Organisation details 2 Click on Edit button Date: 08 January 2016 Page 19

Steps Action Screenshot 3 Scroll down at the bottom click on the tick box and click on save to confirm organisation details CREATING FORMS The section below outlines the process for creating new

21 Steps Action Screenshot 3 Scroll down at the bottom click on the tick box and click on save to confirm organisation details CREATING FORMS The section below outlines the process for creating new forms for the financial year SDF won t be able to create form if Origination details are not confirmed as mentioned in the above screenshot Steps Action Screenshot 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. The number of employees must correspond with the number of employees on the Organisation Details section. Date: 08 January 2016 Page 20

22 Steps Action Screenshot 4 Once the number of employees has been confirmed, the window on the right will appear. Select current financial year forms and click on View to open forms Date: 08 January 2016 Page 21

23 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 employees captured determines the type of Forms created. Small forms will be created if employees are confirmed as less than 50 and Large/Medium forms will be created if employees are confirmed as 50 or more. Note 1. The information on this form will populate based on the information captured on the Organisations Information section and the SDF linked to the organisation. 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 Banking Details The section below outlines the process for filling Banking Details Steps Action Screenshot 1 Click on Banking details from Organisation tab Banking details screen will open Capture Confirm that banking details are correct Bank Date: 08 January 2016 Page 22

Document uploaded will show at the bottom Click on tick box button to confirm that you have checked banking and there are correct NOTE: If the banking details have changed, you are required to edit

24 Document uploaded will show at the bottom Click on tick box button to confirm that you have checked banking and there are correct NOTE: If the banking details have changed, you are required to edit the details and then submit an original signed and stamped letter from the bank or an original cancelled cheque as proof of th new banking details. This is compulsory for your submission. If the banking details have NOT CHANGED please confirm that you have checked them. Date: 08 January 2016 Page 23

Section A1: Employment Summary The section records current

magnifying glass to select OFO occupation and Municipality

and click add Information captured will show at the bottom 2

25 Section A1: Employment Summary The section records current Employment statistics Steps Action Screenshot 1 Click on magnifying glass to select OFO occupation and Municipality Capture the relevant number of employees per OFO occupation and click add Information captured will show at the bottom 2 Alternatively you can use bulk import if there is a lot of data to capture. Click on Bulk import Click on Download Excel Template to download excel spreadsheet to use Date: 08 January 2016 Page 24

Don t change the format of the excel spreadsheet. Click on Back to return to WSP forms.

26 Steps Action Screenshot After downloading excel template, capture information and save in excel. NOTE Don t change the name of the template when you save on your documents for capturing. Don t change the format of the excel spreadsheet. Click on Back to return to WSP forms. Section A 2: Provincial Breakdown Steps Action Screenshot 1 Click on select button to open WSP Section A2 Date: 08 January 2016 Page 25

2 The page allows user to capture details then save 3

clicking on Bulk Import to upload 4 Click on Download Excel

27 2 The page allows user to capture details then save 3 Alternatively the SDF can capture information on excel by clicking on Bulk Import to upload 4 Click on Download Excel Template 5 After downloading excel template, capture information and save in excel. NOTE Don t change the name of the template when you save on your documents. Date: 08 January 2016 Page 26

28 6 Once the template is populated and all required information is captured Click on choose file to search for the saved template on your computer then click Import to upload. 7 Once the information is captured and saved the user is able to edit. Section 1: Annual Training Report The section records the training that took place during the previous year (1 April March 2016) In order for the mandatory grant application to meet the minimum criteria, the applicant must complete either the Annual Training Report section or the PIVOTAL Training Report section. Steps Action Screenshot 1 Click on Section 1 Annual Training report from the ATR Forms Menu Date: 08 January 2016 Page 27

Click on Select button to open and capture data 2

if your organisation did not conduct training

and Save 4 Once the record is saved, the SDF has

29 Click on Select button to open and capture data 2 Capture details and save 3 Indicate Not applicable if your organisation did not conduct training during the previous year by selecting the tick box and Save 4 Once the record is saved, the SDF has the option to Edit or Remove it. Date: 08 January 2016 Page 28

5 Alternatively, you may use the Excel Importer template. Click on the Bulk Import button 6 After downloading excel template, capture the information and save in excel.

30 5 Alternatively, you may use the Excel Importer template. Click on the Bulk Import button 6 After downloading excel template, capture the information and save in excel. NOTE Don t change the name of the template when you save on your documents for capturing. 7 Once the template is populated and all required information is captured, click on Choose file to search for the saved template on your computer, then click Import to upload. Date: 08 January 2016 Page 29

Once the information is captured and saved the SDF is able to edit by clicking on the relevant item which will activate the Edit of Remove button Section 2: ATR Trained Pivotal Training Report The

31 Once the information is captured and saved the SDF is able to edit by clicking on the relevant item which will activate the Edit of Remove button Section 2: ATR Trained Pivotal Training Report The section records the PIVOTAL training that took place during the previous year (1 April March 2016). In order for the mandatory grant application to meet the minimum criteria, the applicant must complete either the Annual Training Report section or the PIVOTAL Training Report section. Steps Action Screenshot 1 Click on Section 2 ATR Trained Pivotal Training Report 2 Click on the select button Date: 08 January 2016 Page 30

32 Steps Action Screenshot 3 Capture the details and save 4 Once the record is saved, the SDF has the option to Edit or Remove it. 5 Alternatively you can download the Excel Template and Import the information. Date: 08 January 2016 Page 31

33 Steps Action Screenshot 6 Capture details on excel spreadsheet 7 Once the template is populated. Click on Choose to search for the saved template on your computer then click Import to upload. Once the record is saved, the SDF has the option to Edit or Remove it. Date: 08 January 2016 Page 32

button 3 Capture details and save 4 Once the record is saved, the

34 Section 3: ATR Adult Education and Training Steps Action Screenshot 1 Click on WSP Section 3 from the Forms Menu 2 Click on the Select button 3 Capture details and save 4 Once the record is saved, the SDF has the option to Edit or Remove it. Date: 08 January 2016 Page 33

Click on choose file to search for the saved template on your computer then click

35 5 Alternatively you can download Excel Template then import 6 Capture information in excel spreadsheet. 7 Once the template is populated. Click on choose file to search for the saved template on your computer then click Import to upload. 8 Once the record is saved, the SDF has the option to Edit or Remove it. Date: 08 January 2016 Page 34

36 Section 4: WSP Workplace Skills plan The section records the Work Place Skills Plan for the period 1 April March 2017 In order for the mandatory grant application to meet the minimum criteria, the applicant must complete either the Workplace Skills Plan section or the WSP Plan PIVOTAL Training section. Steps Action Screenshot 1 Click on WSP Section 4 from the WSP & ATR Forms Menu 2 Click on the select button Date: 08 January 2016 Page 35

37 3 Capture details and save 4 Once the record is saved, the SDF has the option to Edit or Remove it. 5 Alternatively you can download the Excel Template Date: 08 January 2016 Page 36

38 6 Capture information on Excel spreadsheet 7 Once the template is populated. Click Choose to search for the saved template on your computer then click Import to upload. 8 Once the record is saved, the SDF has the option to Edit or Remove it. 1 Date: 08 January 2016 Page 37

Section 5 WSP Plan Pivotal Training This section records Planned Pivotal Training for the period 1 April 2016 31 March 2017 In order for the mandatory grant application to meet the minimum criteria,

39 Section 5 WSP Plan Pivotal Training This section records Planned Pivotal Training for the period 1 April March 2017 In order for the mandatory grant application to meet the minimum criteria, the applicant must complete either the Workplace Skills Plan section or the WSP Plan PIVOTAL Training section Steps Action Screenshot 1 Click on WSP Section 7 2 Click on the Select button 3 Capture the information and Save Alternatively, use the Bulk Import option If not applicable click on the tick box and save Date: 08 January 2016 Page 38

40 4 Once the record is saved, the SDF has the option to Edit or Remove it. Section 6: WSP Plan Adult Education Training Steps Action Screenshot 1 Click on WSP Section 6 from the WSP & ATR Forms Menu 2 Click on the select button to open the form Date: 08 January 2016 Page 39

5 Alternatively you can download the Excel Template to do a bulk

41 3 Capture details and save If not applicable, tick box and Save 4 Once the record is saved, the SDF has the option to Edit or Remove it. 5 Alternatively you can download the Excel Template to do a bulk import 6 Capture information in Spreadsheet and save Date: 08 January 2016 Page 40

42 7 Once the template is populated. Click on choose file to search for the saved template on your computer then click Import to upload. 8 Once the record is saved, the SDF has the option to Edit or Remove it. Date: 08 January 2016 Page 41

43 The following table below can be used as the guideline by the SDF when identifying the NQF Level learning Programmes across the above forms NQF LEVEL BAND QUALIFICATION TYPE 10 Post-doctoral research degrees 9 Doctorates 8 Masters degrees 7 HIGHER EDUCATION AND Professional Qualifications TRAINING Honours degrees and 4-yr degrees 6 National first degrees (3-yr) Higher diplomas 5 National diplomas National certificates FURTHER EDUCATION AND TRAINING CERTIFICATE 4 Grade 12 (Matric), National certificates 3 FURTHER EDUCATION AND Grade 11, National certificates 2 TRAINING Grade 10, National certificates GENERAL EDUCATION AND TRAINING CERTIFICATE 1 GENERAL EDUCATION AND TRAINING Grade 9 ABET Level 4 National certificates Date: 08 January 2016 Page 42

Impact Assessment This section records the impact assessment Step Action Screenshot 1 Click on WSP Section from the WSP & ATR Forms Menu 2 Click on the Select button 3

44 Impact Assessment This section records the impact assessment Step Action Screenshot 1 Click on WSP Section from the WSP & ATR Forms Menu 2 Click on the Select button 3 Capture all required information and save. 4 Once the update button has been clicked pop message will show Save has been run Successfully Date: 08 January 2016 Page 43

Evaluation and Comments This section records Evaluation and Comments Step Action Screenshot 1 Click on WSP Evaluation and Comments from the WSP & ATR Forms Menu 2 Click

45 Evaluation and Comments This section records Evaluation and Comments Step Action Screenshot 1 Click on WSP Evaluation and Comments from the WSP & ATR Forms Menu 2 Click on the select button 3 Answer all question and Save 4 Once the save has been clicked pop up message will show Save has been run successfully Date: 08 January 2016 Page 44

Printing of the Forms The section below outlines the process of Printing WSP Steps Action Screenshot 1 Click on current financial year then Print 2 The full report will be generated in PDF format for

46 Printing of the Forms The section below outlines the process of Printing WSP Steps Action Screenshot 1 Click on current financial year then Print 2 The full report will be generated in PDF format for download. Please print and sign the authorisation page. Click on download PDF to download Authorisation page in PDF format PDF document will show on bottom left of your page Date: 08 January 2016 Page 45

Print Authorisation Page 2 The Authorisation page will be generated in PDF format for download.

47 Steps Action Screenshot Printing Authorization page The section below outlines the process of Printing Authorization page Steps Action Screenshot 1 Click on current financial year then Print Authorisation Page 2 The Authorisation page will be generated in PDF format for download. Please print and sign the authorisation page. Click on download PDF to Date: 08 January 2016 Page 46

Steps Action Screenshot download Authorisation page in PDF

Authorisation page The section below outlines the process

Steps Action Screenshot 1 Click on WSP & ATR Document Uploads

48 Steps Action Screenshot download Authorisation page in PDF format PDF document will show on bottom left of your page Authorisation page The section below outlines the process uploading Authorisation Page which is the signed copy of WSP Steps Action Screenshot 1 Click on WSP & ATR Document Uploads 2 Select Authorisation Page Click on New Document Date: 08 January 2016 Page 47

Steps Action Screenshot Select current financial year and then click choose file to select signed document saved on your computer/ desktop and click upload 3 Then you can click submit button to

49 Steps Action Screenshot Select current financial year and then click choose file to select signed document saved on your computer/ desktop and click upload 3 Then you can click submit button to submit WSP Alternatively you can use the Submit button on the main page of the forms to submit The SDF will receive an notification to confirm the submission has been submitted on the FP&M SETA system. View Grant and Levies SDF Profiles that can view Grant and Levies on the system Note All Profiles i.e. Primary, Secondary and Contract SDF has access /right to view Grant and Levies in the system Steps Action Screenshot 1 Go to FP&MSETA Website: g.za Click on the " Stakeholder Login Link Date: 08 January 2016 Page 48

organisation you want to open Then click

50 Steps Action Screenshot 2 Log in with your credentials 3 Organisation that are linked to your Profile will display 4 Click on the organisation to select organisation you want to open Then click on action icon to open Date: 08 January 2016 Page 49

51 Steps Action Screenshot 5 Go to Grant and Levies 6 Select Financial year on the drop down 7 Click on view button 8 Click one option that you want to view 9 For example: Clicking on Grant Summary will display the Grant Summary on your right hand side. Click on Levies Summary to view Levies Date: 08 January 2016 Page 50

52 Steps Action Screenshot Click on Financial Summary to View Financial Summary Date: 08 January 2016 Page 51

2018/2019 SDF Manual WPS /ATR For FP&M SETA

2018/2019 SDF Manual WPS /ATR For FP&M SETA 2018/2019 WPS /ATR For FP&M SETA Organisation: FP&M SETA Project Name: Author: Bayathandwa Shembe Date: 03/11/2016 Table of Contents 1 SDF IMPORTANT NOTICE... 3 2 SDF PROFILES ON THE SYSTEM... 3 3 REGISTER