CETA SKILLS TRAINING MANUAL Author: Andisiwe Ganjana Date: 28 January 2015
How to access the Skills System Step 1:. To access the system the user must be connected to the internet. The user must navigate to the following URL www.ceta.co.za. On the left of the screen towards the bottom of the page, user must select the SETA Management System link highlighted in black as illustrated below. This will redirect user to the below screen where user will capture username and password and in the drop down logon to: choose Skills-Current Year. Page 2 of 20
Select the Enter button. The following pop-up will appear: select Yes to close the screen. Note: the user needs to make sure that their Pop-ups are turned off. The user will now access the home page, which is the SDF with the list of all companies linked to the SDF, either accepted or not. Page 3 of 20
MENU ITEMS The following icons are available for the user and an explanation per icon. Home page- this icon allows the user to return the Dashboard page. New Skills Development Facilitator- This icon allows the administrator to add a new Skills development administrator and go through the process of registration. Change profile- The change profile icon will only be used for the users who have a number of access rights and who would like to move across different profiles without logging off and logging onto the system again. Reports- allow the user to generate readily available reports. Reports are created per year New Skills Development user- This icon allows the user to add a new Skills Development users details on the system. Log-off The SDF Dashboard contains the following information: Page 4 of 20
The organisations which the SDF has linked themselves to. The organisation SDL number Organisation status 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. Page 5 of 20
Register or remove an Employer Select on the Register or Remove an Employer under the Tools sub-menu. To register a new employer the user needs to fill in the SDL number in the SDL Number field and select the ADD button. To remove an employer from the SDF s profile the user must just select the Red Cross next to the organisation. Page 6 of 20
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 CETA 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. When linking the organisation, the Registration status will be pending. This means the administrator needs to approve the registration of the SDF. The application obviously needs to be accompanied by the relevant documentation like a letter from the employer stating that the SDF has been employed by the organisation. The registration status of the organisation needs to be Accepted" before the SDF will be able to access the organisation details and do any capturing. Page 7 of 20
Edit the Skills Development Facilitators details Step 1: Select on "Edit Skills Development Facilitators Details The following screen will appear. Page 8 of 20
The user must select the Edit Skills Development Facilitators Details to edit important details such as the contact details. This is the second item under tools on the SDF dashboard. Please note that SDF system login details are not system generated but specified by the SDF during the registration process, however these details will only be activated with company details after the SDF application has been accepted by a CETA administrator. Once the SDF has finished adding all the changes to the SDF s profile select Enter button at the bottom of the page to save the changes made. 2. Organisation Details To open organisation details must click on one of the accepted organisations listed in his/her dashboard, this will navigate to another screen listing the organisation details. Page 9 of 20
All fields in the organisation page are compulsory, and once all details have been captured on this page. SDF should confirm and save organisation details by ticking the Confirm Details button and clicking Enter button to save. 2.1.1 Organisation Details Tab There are 2 sets of information on this screen. On the left is the Department of Labour data. We receive this data from DHET and the user cannot change any of that information. On the Right is the SETA Data. If any of the information on the DHET side is wrong or outdated, the user will be able to make changes on the SETA Data. Also at the bottom of this screen is the Banking Details of the company. The user must make sure that this information is correct as the finance department is using this information to pay out Grants Page 10 of 20
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2.1.2 Organisation Contacts Tab This screen is where the organisation s contact people are captured. This will be for example the CEO, Human Resource Manager or the Financial Managers details together with the SDF details which auto populate. It is important to have these contact details, should the Seta need to send out notifications or any other relevant communication. CETA has requested a minimum of 2 contacts on this page other that the SDF in order for the WSP/ATR forms to be accessible. 2.1.3 SDF Tab On this tab the user will be able to view the SDF details of the SDF who is linked to this organisation. All companies should have an accepted SDF for the WSP/ATR forms to be captured, and the SDF details should be confirmed and saved by ticking the Confirm Details and clicking the Enter button at the bottom of the page. Page 12 of 20
2.1.4 WSP Plan & Report Tab On this page you will be able to see the Workplace Skills Plans that have already been created. You will be able to view them, and you can extract a WSP Report with all the information captured in a report format. Also on this page is the status of the Planning/Implementation Grant, the Due Date and the Submisson Date for the WSP Please note for this year both ATR and WSP forms are combined under Select 2015. To view data in the different tables the user needs to select on the Select button next to the WSP they want to view. It will then redirect the user to the list of forms on the Planning Grant and if available the Annual Training Grant Forms. Page 13 of 20
To go back to the different forms, the user must select the Back to WSP button. To open a form the SDF should click the select button next to the form, this will open the form for the SDF to capture information and save. All saved information can be deleted or edited. 2.1.5 The document Uploads tab. This tab has been designed for the Skills Development Facilitator to be able to upload required documents, which in most cases should be submitted with their WSP and ATR submissions. Cancelled Cheque/ proof of Banking Details BEE Certificate and Authorisation page Minutes of Training Committee Company Registration Documents Motivation of deviation And Proof Of Training Page 14 of 20
To upload a document on the form, the user will select the browse button. The user should then locate the specific document from where the document has been saved and upload. Once the user has selected the file, the user should select the Open icon to make sure that the document saves to the browse field. The user needs to make sure to select the save button, for the document to be stored. The system allows the user to delete the attachment, by selecting the delete icon which appears next to the selected document. Page 15 of 20
2.1.6 Training Committee Tab According to legislation, if the company has more than 50 employees, there must be a training committee. You can view the members of the training committee on this page. The following fields are compulsory: Title First Name Surname Initials Designation Phone No: E-mail 2.1.7 Grants & Levies Tab On this page the user can view the levies paid by the organisation and the grants received by the organisation. To view the Levies been paid by the organisation and the Grants paid out to them, the user must select the Grants & Levies tab. The user also needs to select the financial year of the specific data needed. Page 16 of 20
Select the Grants and Levies radio button and select the year. The user must Select the enter button and it will display the grants that have been paid to the specific organisation. You will be able to print the list by selecting on the print button. When the user selects the Grants and Levies button he /she will be able to view the levies paid by the organisation. 2.1.8 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 - they cannot submit 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 CETA administrators (SDA) can accept or reject a SDF. Page 17 of 20
2.1.9 EMP 201 Tab Proof of payments made to SARS can be captured on this form and also attachments of the invoices or documents as proof of payments need to be uploaded under the EMP 201 tab as reflected above. Page 18 of 20
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