Transport Education and Training Authority

Transcription

1 Transport Education and Training Authority SDF Manual Name: Deloitte Page 1

2 Flowchart SDF Registration Register as a new Skills Development Facilitator Go to TETA website. Click on TETA SMS (URL included) Click on Register Skills Development Facilitator Complete the information (SDF Personal Details)require d on this form. Click on Enter button at the bottom of the page to go to step 2 The system will confirm your registration and click on the Register an Organisation button at the bottom of the page Click on Enter button at the bottom of the page to go to step 3 Fill in the L number in the SDL number field in order to link the organization to your profile Click the Add button To link more organizations repeat step 1 and 2. Click on Enter button at the bottom of the page to go to step 3 The SDF must upload a certified ID copy and appointment letter from the organisation Once done, can close the window Once done, can click on Finish Deloitte Page 2

3 HOW TO REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) This is the process that the SDF s follow to register themselves in order to be able to access the system. However before the SDF can access the system they need to be accepted by the Chamber practitioner or the Executive officer. *For every new organisation the SDF registers/ links to their profile, the SDF must upload / send an appointment letter from the employer/ organisation, stating that the organisation has appointed you as the organisations SDF. To access the system, enter the URL: The logon screen will appear, this is the screen the user of the system will use to access the system. For the user to be able to complete the submissions of the Workplace Skills Plan and the Annual Training Report, the user will need to complete the registration process. *Note: Please note that the registration does not mean that it is for qualified SDF s only. This is for all SDF s who will be submitting the forms for an organisation on or behalf of an organisation. Click on the "Register as a Skills Development Facilitator" icon The registration form will appear, this form requires the details of the SDF. The contact details of the form are very important as this is the information that TETA will use to communicate with the SDF. Deloitte Page 3

4 The username and password which the SDF enters on the personal details page does not give the SDF access to the organisations details. This allows the user to enter unique logon details and not system generated user logon details. The logon details will only be active when the SDF has been approved by the Chamber practitioner or the Executive officer. Click on the "Enter" button on the bottom of the page The system will pop up a confirmation page confirming the registration details of the SDF along with the access details which the SDF has specified. This page can be copied to word, for future reference. Deloitte Page 4

5 The next option is for the user to link themselves to an organisation. This means, the SDF is requesting access to the system to capture and submit the WSP forms and ATR forms for the organisation. To link an organisation to your profile click on the "Register an Organisation" button at the bottom of the page (highlighted in red). To register a new employer you need to fill in the SDL number in the SDL Number field and click on the ADD button. To remove an employer from the SDF s profile just click on the red cross next to the organisation. The SDL number is used as a security measure as it is assumed that for an individual to say they are employed as an SDF in the organisation, the SDF should know that organisations SDL number. If the SDL number is not a TETA SDL number or if the number is not in the database in other words has not been downloaded from the Department of Higher Education and Training, the system will pop-up an error saying that the requested SDL number does not exist. Should the SDL number be found the organisation details will be saved under the SDF s list of companies- Applied for or registered and approved against. Deloitte Page 5

6 When linking the organisation, the Registration status will be pending. This means the Chamber practitioner or the Executive officer needs to approve the registration of the SDF. The application obviously needs to be accompanied with the relevant documentation, a letter of authorization from the employer stating that the SDF has been employed by the organisation. SDF's are please to ensure that the necessary documents are uploaded or sent to TETA as this will influence the processing of new registrations and the continued approved status of SDF registered on the system. The registration status of the organisation needs to be Accepted" before the SDF will be able to access the organisation details and continue with any online capturing. Every time the SDF links an organisation to their profile a questionnaire will appear which must completed by the SDF. be When the questionnaire is completed the user must click on the enter button and the below screenshot will be displayed. Deloitte Page 6

7 Once the SDF gets to the next screen they must upload the supporting document (certified ID copy and Employer Appointment Letter) the document must be uploaded under the documents upload functionality. Please refer to the screenshot above. To upload the documents and SDF must click on the Upload tab and the following window will be opened; The SDF must click on the browse tab and the following window will be displayed; The SDF must select the relevant PDF document and attach them. Deloitte Page 7

8 Once the document has been attached, the system will display the forms in the format below; The SDF must click on the Add button to save the information. Once the information has been saved, the document will be displayed in the format below; Click if you do not need to link to another organisation or link yourself with another organisation and then click on the Finished button to complete the registration. To add another organisation the user will have to repeat the same process from adding the SDL number onwards. Deloitte Page 8

9 *Note: You will need to type in a username and password with more than 5 characters. You are going to use this username and password to logon to the system. ACCESSING THE SYSTEM Once the SDF has received notification from the TETA that they have been accepted as SDF for the companies that they have registered for; only then can the SDF access the system. To access the system the user must be connected to the internet. The user must enter the following URL into the system: Fill in your username and password and in the Logon to dropdown select Skills Current Year. Click on the "Enter" button. Click on "Yes" on the next screen. Deloitte Page 9

10 The Skills Development Facilitators Dashboard will appear. This screen is the home page for the SDF. Please take note of the following functions on the dashboard; The screen displays the following information: o The Purple highlighted area in the screenshot above displays: The organisations which the SDF has linked themselves too. The organisation SDL number Whether or not the user has access to the specific organisations details. Deloitte Page 10

11 o o o The Plan grant column displays the status of the WSP and ATR status for that specific financial year. The Due date- this column displays the WSP and ATR due date for that financial year. The implementation Grant and the Due date column next to it, where mainly used for the NSDS 1 period where the organisations would submit the WSP and ATR information separately. These two columns are inactive in NSDS 2 and 3. The Yellow highlighted area in the screenshot above displays: Tools- this section allows the user to register a new organisation under his or her name and or to remove an organisation which was once registered under his or her name. The Red highlighted area in the screenshot above displays: This section is a dropdown which the user selects if they would like to view their history. Meaning all the companies linked to them at a specific time period. The Blue highlighted area in the screenshot above displays: The search functionality, allows the user to search for the organizations that are linked to the SDF. The user may search using the name of the organisation or the SDL number of the organisation. REGISTER OR REMOVE AN EMPLOYER Step 1: Click on "Register or Remove an Employer" Step 2: To Remove an Employer click on the Red Cross under "Options" Deloitte Page 11

12 Step 3: To Add an Employer fill in the L number in the "SDL Number" field and click on the "Add" button. Step 4: Once you have finished adding all the organisations to your profile click on the "House" icon Deloitte Page 12

13 EDIT SKILLS DEVELOPMENT FACILITATORS (SDF) DETAILS Step 1: Click on "Edit Skills Development Facilitators Details" The following screen will appear. Step 2: Change the information. Step 3: Click on the "Enter" button at the bottom of the page. Step 4: Once you have finished adding all the organisations to your profile click on the "House" icon Deloitte Page 13

14 ACCESSING ORGANISATION INFORMATION Please note: There are 9 different Tabs: Organisation Info, Org Contacts, SDF, WSP Plan and Report, Document Uploads, Training Committee, Grants & Levies, Associate SDF and Appeals Step 1: To access the organisations details the user must place the cursor over the organisation name and click on the company that you want to access from the list of companies that are listed in your profile. Step 2: The system will open on the "Organisation Info" screen. Deloitte Page 14

15 The first tab is the Organisation Details tab. There are 2 sets of information on this screen. On the left is the Department of Higher Education data. We received this data from DHET and the user will not be able to change any of the information. On the Right is the Seta Data. If any of the information on the DHET side is incorrect or outdated, you will be able to make changes on the Seta Data. At the bottom of this screen is the Banking Details of the company. This field is read only which means only the SETA finance unit will be able to update the details from the finance system. The SDF has access to view both the SETA information and the DHET information. Please note that the SDF must confirm that the updated information is correct Step3: The system will open on the "Org Contacts" screen Deloitte Page 15

16 The user needs to make sure that the important contact persons in the organisations details are captured on this page. This will be for example the CEO, Human Resource Manager or the Financial Managers details. It is important to have these contact details should the Seta need to send out invitations or any other relevant communication. The following fields are compulsory: Name Surname Title Designation Either the phone number if cell number Province Step 4: The system will open on the "SDF" screen. On this screen the SDF will be able to see their personal details. Deloitte Page 16

17 Remember to click on the Enter button to save changes. You can also select the SDF type on the drop down menu to view information of the secondary SDF and SDF Admin that is linked to your company Step 5: The system will open on the "WSP/ATR forms" screen. On this screen the SDF will be able to load the Work Skills Plan and the Annual Training Report. Deloitte Page 17

18 To create a new Workplace Skills Plan for the next scheme year, you need to select the year in the dropdown box and then click on the Enter button (highlighted in Green). It will then add the new Workplace Skills Plan at the bottom of the previously created/ submitted Workplace Skills Plans (Highlighted in Red). To view previous submissions you can click on the WSP/ATR submission" Click here to view previous On this page you will be able to see the Workplace Skills Plans that are/ were already created. You will be able to view the details by clicking the select 10/11 or 11/12 blocks the user will also be able to view the entire WSP and ATR report in a word format. Also displayed on this page is the status of the Mandatory Grant, the Due Date and the Accepted Date for the WSP. The date submitted is also reflected. The SDF will only be able to view information after the due date has been reached. Deloitte Page 18

19 To view/capture data in the different tables you need to click on the Select button next to the WSP you want to view or capture. It will then take you to the list of forms on the Workplace Skills Plan and Implementation Grant and if available the Annual Training Grant Forms. Field values: Field Title Skills Year Linked Mandatory Grant Status Field Description This field indicates the Skills year of when the WSP and ATR forms have been created. This field will either indicate a yes or no field. The system will check and indicate if the specific organisation is linked to another. This is the status of the WSP and the ATR forms, for the specific organisation. I.e. the system will track the status of the forms and the user will be able to monitor the forms from there. The forms statuses are: Pending - this is the status in which all organisations start off on the system Submitted- Forms are completed and the SDF has submitted the forms for assessments and evaluations. Query - this will prompt a letter to the organisation when additional information is needed etc. Recommend for approval- this status will be generated by the Practitioner, this means that the submitted WSP and ATR forms have been successfully evaluated by the practitioners and a recommendation to the Executive Officers who will need to go through the practitioner s evaluation. Recommend for rejection- this status will be generated by the Practitioner, this means that the submitted WSP and ATR forms have not been successfully evaluated by the practitioners and a recommendation to the Executive Officers who will need to go through the practitioner s evaluation. Reject- this will only be generated by the Executive officer or the finance manager, this status is only used if the organisations submissions have been rejected through the Appeal process and the rejection has been approved by the Skills Committee. Accepted- the Seta has gone through the forms and the WSP and ATR forms have Deloitte Page 19

20 Due Date Accepted date Date Submitted Annual Training Report Workplace Skills Plan Print Report Options successfully been evaluated and have been approved for payments, this means that there will be a trigger for the organisation to receive their mandatory grant, quarterly. This is the due date for the submission of the forms; again this is a legislated date and applies to all organisations, unless otherwise stated by the seta. This is the date when the SETA approved the WSP and the ATR forms This is the date when the SDF submitted the WSP and the ATR forms On the ATR forms select button the user will be able to view and edit the forms. These forms are for the organisation to complete their Annual training that actually happened. This is always for the previous financial year. The user will have to indicate training that took place and compare the training with the previous WSP data inputted The WSP forms select button the user will be able to view and edit the forms. These forms are for the organisation to complete their Workplace Skills plan, which in essence is the organisations forecast of their planned training for the specific year. This is normally for the current year of the submission. In the following year the WSP form will be compared the ATR to see whether the planned reflects the actual training. This select button allows to user to print a report. The system will consolidate the ATR and WSP form into a word document allowing the user to be able to print all information submitted. If the user clicks on the specific forms that they want to work on e.g. Annual Training Report or Work Skills Plan form below screen will be displayed (Work Skills Plan) Deloitte Page 20

21 ANNUAL TRAINING REPORT FORMS 2011/2012 After clicking on the select icon, depending on whether you have selected the Workplace Skills Plan forms or Annual Training Report forms the a set of forms will appear, these are the forms that are created for the specific financial year for the submissions of Workplace Skills Plans / Annual Training Reports. The following ATR forms must be completed; Number of Actual Beneficiaries Beneficiaries Completed Training Completed AET Training Training Spent NUMBER OF ACTUAL BENEFICIARIES Deloitte Page 21

22 The Actual beneficiary of training form works the same as the Employment summary form. The same capturing procedure applies however the user will be able to edit the information captured in the previous year instead of recapturing the information. Once done capturing the information the user will select the Add button. The user will be able to Edit or delete the captured line items. BENEFICIARIES COMPLETED TRAINING The same capturing procedure applies however the user will be able to edit the information captured in the previous year instead of recapturing the information. The Beneficiaries completed training form needs the user to enter the details of the training intervention level. The user will be required to complete the following information after linking the OFO: o o o o o o o Specialization Type of learning programme i.e. the information required here will be the title of the programme, be it a learnership, skills programme, short course etc, and the code of the course, should the code be known to the SDF. The province of the learning Whether or not the training is NQF aligned- this the user would indicate that the training is NQF aligned by selecting the tick box and no by leaving the tick box blank. The SDF needs to indicate whether or not the training being recorded here is regulatory training. The numbers trained at the levels will indicate the numbers of people trained in the specific programme per level. The level explanations have been added for ease of reference: Entry level is NQF Levels 1+2, Intermediate level is NQF Levels 3+4 Advanced level is NQF Levels 5-8 The SDF needs to indicate whether the employees trained were employed or unemployed. Once done capturing the information the user will select the Add button. The user will be able to Edit or delete the captured line items. Deloitte Page 22

23 COMPLETED AET TRAINING This form is not a mandatory form as some organisations do not conduct AET training. The same capturing procedure applies however the user will be able to edit the information captured in the previous year instead of recapturing the information. The SDF will capture the details of the Completed AET (Previously called ABET) training per level per demographic breakdown and per age group. TRAINING SPENT This form is not mandatory. The user needs to capture the training spent for the year The user is also able to capture a comments if needs be. Deloitte Page 23

24 WORKPLACE SKILLS PLAN FORMS 2012 / 2013 After clicking on the select icon, depending on whether you have selected the Workplace Skills Plan forms or Annual Training Report the a set of forms will appear, these are the forms that are created for the specific financial year for the submissions of Workplace Skills Plans / Annual Training Reports. The following WSP forms must be completed; Employer Profile Administration Details Employment Summary Employment Provincial Profile Scarce and Critical Skills Planned Beneficiaries of Training Planned Training Training Budget EMPLOYER PROFILE ADMINISTRATION On the below example (WSP Forms) you will be able to capture the Employer Profile Administration in respect of the details of the person who is capturing the WSP, CFO details etc. This form is a new regulatory requirement. Deloitte Page 24

25 NB: Always remember to click on the enter or save button after data was captured or after you have changed data. If you do not click on the button, you are going to lose all the data captured/changed To go back to the different forms, click on the Back to WSP button. EMPLOYMENT SUMMARY Deloitte Page 25

26 The employment summary form allows the user to enter the employment summary information of the organisation. The user needs to align the data to OFO categories and also input the age brackets per category and job title. The user can search for the six digit OFO, and complete the demographics and the age breakdown. The user also needs to identify the Geography (area) this is a new requirement. Hint: The demographic breakdown and the age breakdown count should be equal. How to search for an OFO: On most of the forms to be completed the SDF needs to submit information that is OFO aligned, therefore to do this, the SDF will click on the Ellipses dots next to the Occupation Description (see red highlighted area). A pop-up will appear on the forms, where the user will either search for the sixth digit OFO code or description - version 2012 (refer to the below screenshot- highlighted area in blue). Deloitte Page 26

27 Once the system completes the search, should the OFO exist, a list of the OFO s will be displayed and the user will have the select the OFO that they would like to capture against. After the user selects the search criteria the system will automatically populate the rest of the OFO levels into the next level dropdowns. Therefore the Occupational group, the job title and the occupation will automatically be linked for the user (refer to screenshot below- area highlighted in yellow). The user must then update the Specialisation then complete the rest of the information on the forms. The user must enter the demographic details, and the gender breakdown. The user also needs to identify the Geography (area) this is a new requirement. Note that the gender and equity breakdown must equal the age group breakdown. Once completed the user must click on the add button (see below screenshot area highlighted in red). Users are please to note that the add button also saves all information captured on the system and they will lose data if they do not add before moving to another tab or sheet on the system. Deloitte Page 27

28 The user is also able to edit or delete information added. This is done by clicking on the edit or delete icons. (Refer to the above screenshots, areas highlighted in blue and green). EMPLOYMENT PROVINCIAL PROFILE The SDF needs to capture the staff compliment of the organisation per province. When the user is done, the user needs to click on the save button. Please note that the age totals/ breakdowns (red) must equal the gender and equity breakdown (green). I have mentioned and requested that the information captured here must be standard as per the rest of the forms, i.e. gender and race. When completed with the information the user must select the Enter button. Then to go back to the forms the user must click on Back to WSP icon. Deloitte Page 28

29 SCARCE AND CRITICAL This form is not mandatory, this form has been implemented to assist TETA with information for research purposes To indicate that the information that you are going to capture, the user needs to select the tick box next to where is says SS (Scarce Skill). To link the OFO follow the same procedure outlined under how to search for OFO.(version 2012) For easier reference the critical skills list has been added to the form to allow the user to select the critical skills supplied by TETA, these have been categorised per chamber, therefore depending on the chamber the user selects in the dropdown the critical skills list will be different. o o o o o The user will enter the intervention that the organisation will take in addressing the scarce skills in order to address the needs of the organisation. The NQF level- the user will select whether the intervention to be taken will be NQF aligned and at what level. The user will select whether the training need identified is regulatory or not. If the training is regulatory the user must click on the tick box. The Need- requires the user to add the number of people needed in the organisation to fill the Skills gap. Comments- this allows the SDF to add comments on the information that needs to be added. Once done capturing the information the user will select the Add button. The user will be able to Edit or delete the captured line items. Deloitte Page 29

30 PLANNED BENEFICIARIES OF TRAINING The Planned Beneficiary of Training form works the same as the Employment Summary form. The same capturing procedure applies however the user will be able to edit the information captured in the previous year instead of recapturing the information. Once done capturing the information the user will select the Add button. The user will be able to Edit or delete the captured line items. PLANNED TRAINING Deloitte Page 30

31 The SDF will capture the details of the planned training, and will differentiate between the employed versus the unemployed trained persons These people will be linked per OFO code and will capture the rest of the details of the dropdowns. The SDF should also breakdown this information per gender Please note there are new requirements: A new field has been added so that the age and geography(use municipality drop down) can be captured against employees Next to LP Type (Learning Programme type); the following drop down options must be selected - Learnership - Skills programme - Bursary - Internship - Workplace Experience - Short course - Workshop - Seminar - Continuous Professional Development - Apprenticeship - AET - Regulatory - HIV/Aids Grant Type (This is a mandatory field: the following drop down options must be selected - Mandatory grant - Pivotal grant. If you select Grant Type: Pivotal the following drop down list for selection appears - learnership - apprenticeship - cadetship - internship - formal workplace learning TRAINING BUDGET This form is not mandatory, this form has been implemented to assist TETA with information for research purposes and to also assist the organisation to view their training budget versus the training spent in the next financial year. Deloitte Page 31

32 Once all forms and information has been captured, the Primary SDF will be responsible for submitting the WSP/ATR Report on line. Before submitting the information, the SDF must make sure that they have verified the information captured and all supporting documents have been uploaded under Documents Upload Tab. To submit the WSP/ATR forms the user must click on the WSP (2012/2013) and on the right hand site of the forms just under the logo, there s a status field. The current status of the forms will be Pending and the SDF must click on the Submit WSP (please refer to the screenshot below) Once the submit button has been selected, the WSP/ATR screen will be locked and the SDF will no longer have access to make changes. The update will also be on the WSP/ATR dashboard with the status of submitted Please refer to the screenshot below; Deloitte Page 32

33 The SDF will not be able to capture any further information or make changes to the information after the Workplace Skills Plan or the Annual Training Report has been submitted to TETA. For TETA to be able to approve the payment of a Mandatory Grant to the organisation the Annual Training Report and the Workpalce Skills Plan must be approved by the Executive officer and have met all the assessment criteria. The system will not allow TETA to approve the Mandatory Grant if there is no ATR information submitted. This rule however does not apply to first time submitting companies. WSP REPORT When you click on the Print Report Options button the system will generate a report of all the information that has been captured on the Workplace Skills Plan forms and the Annual Training Report forms. You will be able to copy this document to Microsoft Word or Print the form directly from the system. Please ensure that your printer settings are selected and set up correctly. Deloitte Page 33

34 DOCUMENTS UPLOAD TAB The document upload tab has been created to allow the SDF to upload soft copy documentation, which the SETA requires with your submissions. These documents were previously sent directly to the TETA offices. There are six sections on the form: BEE certificate Authorisation page Signed Training Committee minutes Other Documents EMP 201 SDF Documents To upload a document on the page, the user will select the correct financial year and on the browse button. Please refer to the screenshot below; Deloitte Page 34

35 Once the year has been selected, the following window will be displayed; Deloitte Page 35

36 From here the user will have the functionality of browsing and attaching the document. Please refer to the screenshot below; The user should then locate the specific document and from where the document has been saved the user should select the file. Once the user has selected the file, the user should click on the Open icon to make sure that the document saves to the browse field. The user needs to make sure to click on the save button, for the document to be stored. Deloitte Page 36

37 The system allows the user to delete the attachment, by clicking on the delete icon which appears next to the selected document. TRAINING COMMITTEE TAB According to legislation when a company has 50 or more employees then there must be a training committee. You will be able to capture the details of the Training Committee Members on the screen. To delete a member form this list, click on the Red Cross. To edit information of the training committee member click on the Edit button GRANTS AND LEVIES TAB This screen allows the user to view the Levies the organisation has contributed to the Seta and the user will also be able to view the grants paid back to the organisation by the Seta. You can view the information in 2 ways. 1. The Levies paid on one screen and the Grants received in one statement, or, 2. In a Financial Statement Format with the Levies paid on the one side and the Grants received on the other side. Deloitte Page 37

38 To view the Levies been paid by the organisation and the Grants paid out to them, click on the Grants & Levies tab. The user also needs to select the financial year of the specific data needed. On this page you can view the levies paid by the organisation and the grants received by the organisation. Select the Grants and Levies radio button and select your year. Click on the enter button and the system will display the grants that have been paid to the organisation. Deloitte Page 38

39 You will be able to print the statement by clicking on the print button at the bottom pf the screen. Click on the Levies button to view the levies paid by the organisation. There is a Legend at the bottom of the page to explain the breakdown of the levies. The user will also be able to print this page. Deloitte Page 39

40 ASSOCIATE SDF TAB This form is used by the SDF to change the status of the secondary SDF linked to their company to allow them to have access to the WSP/ATR information. Please note that the Secondary SDF only has view access they cannot change any information on the WSP/ATR report. The SDF cannot change their own status as they do not have the right to do so. Only the SDA at TETA can accept or reject a SDF. To allow the secondary SDF to have access to their organisation s WSP/ATR information: Select accept on Link status Then press the Enter button to save the information. SDF Admin person has capturing rights only, this person would support the primary SDF (normally in bigger companies) Deloitte Page 40

41 APPEALS TAB If the organisations WSP/ATR is rejected by the SETA, the system will send out a notification to the company, The system now includes an electronic appeals process. All appeals can be done on this screen. An SDF will have the functionality to upload the appeal document / letter and save it as an attachment. TETA Executive officer will then receive a notification of the appeal lodged and have a record of who the appeal was lodged by and other details. To do so, the SDF must click on the Appeal type and select lodge appeal from the dropdown menu and once done, attached the supporting document and save. Deloitte Page 41

42 Notes: Deloitte Page 42