Guidelines on how to register as SDF and how to complete WSP/ATR SMALL FIRMS

Transcription

1 Guidelines on how to register as SDF and how to complete WSP/ATR SMALL FIRMS Created by Deloitte

2 Table of Contents 1. REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) ACCESSING ORGANISATION INFORMATION REGISTER OR REMOVE AN ORGANISATION EDIT SDF DETAILS ACCESSING THE ORGANISATION DETAILS ORGANISATIONAL CONTACT DETAILS ORGANISATIONAL BANKING DETAILS ORGANISATION CEO DETAILS TRAINING COMMITTEE ACCESSING THE FORMS CREATING FORMS HOW TO COMPLETE ANNEXURE 2 (WSP) Form D1: Employment Profile Form D2: Planned Training Profile Form D3: Planned Learning Programmes Form D4: Budget Amount for Training D5: Planned AET Training Form D6: Scarce Skills Form D7: HIV/AIDS Form D8: PIVOTAL Grants HOW TO COMPLETE THE ATR Form C1: Training Profile Form C2: Report on Learning Programmes Completed C3: AET Completed C4: Amount Spent on Training C5: PIVOTAL Training Complete Submitting WSP/ATR Forms PRINT REPORT DOCUMENT UPLOAD... 29

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

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

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

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

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

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

9 5. ORGANISATION 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 compulsory applicable for Large entities and optional to Small entities. Step Action Screenshot 1 Click on Training Committee from the Organisation Menu 2 Click on the Add Training Committee button 3 Capture the committee member s details then click on the Save button.

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

11 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 Once the number of employees has been confirmed, the window on the right will appear. Click on View to see the forms. 1. Users can only create the current financial year s forms and not previous years. 2. Forms can only be created if all fields on the organisation information and contact details tab have been completed and confirmed to be correct. 3. The number of employee captured influences the type of Forms created. 9. HOW TO COMPLETE ANNEXURE 2 (WSP) The WSP section comprises of 8 forms for organisations with less than 50 employees. These are: Employment Profile Planned Training Profile Planned Learning Programmes Budget Amount for Training Planned AET Training Scarce Skills HIV/AIDS PIVOTAL Grants Please note the OFO code version 2013 is being used for the WSP forms

12 9.1 Form D1: Employment Profile The section below outlines the process for capturing employment profile 1 Click on Form D1: Employment Profile from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit and Save again.

13 9.2 Form D2: Planned Training Profile The section below outlines the process for capturing current employment (permanent). 1 Click on Form D2: Planned Training Profile from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit it.

14 9.3 Form D3: Planned Learning Programmes The section below outlines the process for capturing planned learning programmes. 1 Click on Form D3:Planned Learning Programmes from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it.

15 9.4 Form D4: Budget Amount for Training The section below outlines the process for capturing budget amount for training. 1 Click on Form D4: Budget Amount for Training from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit it.

16 9.5 D5: Planned AET Training The section below outlines the process for capturing planned AET training. 1 Click on Form D5: Planned AET Training from the WSP & ATR Forms Menu 2 Click on a AET Level this will highlight the level blue, click Edit to edit numbers per level 3 Complete the details required and click Save. 4 Once done, repeat above step for all AET levels and click Save. 5 Select tick box should there be no AET training to be conducted and click Save

17 9.6 Form D6: Scarce Skills The section below outlines the process for capturing employees trained (permanent). 1 Click on Form D6: Scarce Skills from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Select tick box should there be no scarce skills to be conducted and click Save

18 9.7 Form D7: HIV/AIDS The section below outlines the process for capturing HIV/AIDS 1 Click on Form D7:HIV/AIDS from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. 4 Once the record is saved will appear as such. You can edit the saved inputs, click Edit

19 9.8 Form D8: PIVOTAL Grants The section below outlines the process for capturing PIVOTAL grants. 1 Click on Form D8: PIVOTAL Grants from the WSP & ATR Forms Menu 2 Click on the Create button

20 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Select tick box should there be no PIVOTAL training to be conducted and click Save

21 10. HOW TO COMPLETE THE ATR The ATR section comprises of 5 forms for organisations with less than 50 employees. These are: Training Profile AET Completed Report on Learning Programme Completed Amount Spent on Training PIVOTAL Training Complete Please note the OFO code version 2013 is being used for the ATR forms 10.1 Form C1: Training Profile The section below outlines the process to capture Training Profile 1 Click on Form C1: Training Profile from the WSP & ATR Forms Menu 2 Click Edit 3 Complete the details required and click Save

22 4 Once completed record can be edited click Edit 10.2 Form C2: Report on Learning Programmes Completed 1 Click on Form C2: Report on Learning Programmes Completed from the WSP & ATR Forms Menu 2 Click on the Create button 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it.

23 10.3 C3: AET Completed The section below outlines the process to capture amount spent on Training 1 Click on Form C3 AET Completed from the WSP & ATR Forms Menu 2 Click on a AET Level this will highlight the level blue, click Edit to edit numbers per level 3 Complete the details required and click Save. 4 Once done, repeat above step for all AET levels and click Save. 5 Select tick box should there be no AET training to be conducted and click Save 10.4 C4: Amount Spent on Training This form will display the report on amount spent on training

24 1 Click on Form C4: Amount Spent on Training from the WSP & ATR Forms Menu 2 Click on the Edit button 3 Complete the details required and click Save. Select the tick box should there have been no budget for training C5: PIVOTAL Training Complete 11. This form will display the report on PIVOTAL Training complete. 1 Click on Form C5: PIVOTAL Training Complete from the WSP & ATR Forms Menu 2 Click on the Create button

25 3 Complete the details required and click Save. 4 Once the record is saved, one has the option to Edit or Remove it. 5 Select tick box should there be no PIVOTAL training to be conducted and click Save

26 10.6 Submitting WSP/ATR Forms This is process is for submitting WSP/ATR to AGRISETA 1 Select the form that you want to submit. Click on it and it will be highlighted in blue 2 Click on the Edit 3 Change the WSP Status on the dropdown menu to Submitted *note the submitted date will appear in the greyed out field and also who submitted the WSP

27 4 Click Save when complete *make sure the required documents are uploaded these are: Signed authorisation page Copy of cancelled cheque Proof of training complete Copy of bank letter( Stamped by bank) Copy of bank statement 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. And select which form to print The page will refresh then click on the print

28 button. 3 Scroll to the bottom of the page and click on the Download to PDF button.

29 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.