TETA- SDF Manual 2014-2015

Transport Education and Training Authority

SDF Manual

Name: _________________________________

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TETA- SDF Manual 2014-2015

FLOWCHART TETA Skills Development SMS System Process Flow

Register as New Skills Development Facilitator

Complete the information required on the registration form

Fill in the L number in the SDL number field in order to link the organization to your profile

Go to TETA’s Website: www.TETA.org.za

Click on Enter button at the bottom of the page to go to step 2

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Complete the required information

Click the “Add” button

Click on the “TETA Stakeholder Portal

Click on the “enter” button at the bottom of the page

To link more organizations repeat step 1 and 2

Click on “Register Skills Development facilitator”

The system will confirm your registration and provide a summary of your details

¹Click on the “Register an Organisation” button at the bottom of the page

Upload Appointment letter and Cert copy of ID

NOTE 2: You will need to type in a username and password with more 5 characters. You are going to use this username and password to logon to the system. : A pending login status indicated that the SETA needs to accept your registration before you are granted access to an organisations workplace skills plan.

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TETA- SDF Manual 2014-2015

Accessing the System

Go to TETA Website: www.Teta.org.za

Click on the "Log On to TETA Portal " Option

Click on "Yes" on The next screen.

The Skills Development Facilitators Dashboard will open.

Fill in your username And

Select "Skills current year" from the Dropdown Menu

Click on the "Enter“Button.

Once you have finished adding Register or Click on "Register all the Remove an or Remove an organisations to your profile Employer Employee r" click on the "House" icon NOTE: A pending login status indicated that the SETA needs to accept your registration before you are granted access to an organisations workplace skills plan. To Remove an Employer click on the red cross under "Options"

To Add an Employer fill in the L number in the "SDL Number" field and click on the "Add" button.

Edit Skills Development Facilitators Details

Click on "Edit Skills Development Facilitators Details"

Change the information.

Click on the "Enter" button at the bottom of the page.

Accessing Organisation Information

Click on the company that you want to access from the list of companies that are listed in your profile.

The system will open on the "Organisation Info" screen.

There are 7 different screens: Organisation Info, Org Contacts, SDF, WSP Plan and Report, Training Committee, Grants & Levies, Associate SDF

Once you have finished adding all the organisations to your profile click on the "House" icon

RENEWAL PROCESS OF THE SDF For the SDF to access the system for the new financial year, the following steps must be followed; 1. Log on to the system with the current username and password. On the dashboard, please select the new financial year for your profile to be linked with the new financial year;

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TETA- SDF Manual 2014-2015

2. Under tools, select number 1”Register/Renewal/Remove an Employer” 3. Once clicked the following window will be displayed;

4. If there are any additional companies that must be linked with the SDF, the SDF must click on the SDF number (in a red box) and add the company. To upload the updated documents, the SDF must click on the upload functionality to upload the updated document. Please note that the by when logging in by select the new financial year, the system will clear the exist documents giving you and option to upload the updated document.

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TETA- SDF Manual 2014-2015

Please note that on the screenshot above, you must select the options from the dropdown menu; Document Type;  Appointment Letter  Certified ID Copy Financial Year;  Please select 1 April 2014 to 31 March 2015 Document  Upload functionality to upload the updated document. Once done, please close the window. 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. Please note that from now on wards, all SDF’s that are currently registered and in the “Accepted” status; their status will be defaulted to “Renewal”. This means that the SDF will have to upload the Appointment letter and the Practitioner from the relevant Chamber / Unit will then update the system and activate the SDF’s access. To access the system, enter the URL: http://196.4.89.14/cdas/teta.asp

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TETA- SDF Manual 2014-2015 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, Pivotal Training 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 or on 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.

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TETA- SDF Manual 2014-2015

Please note that on the SDF registration form, when an SDF register, they need to state the type of an SDF from the dropdown menu;  Primary SDF – Main SDF, will be responsible to check and confirm the data is correct before clicking the submit button; only one Primary SDF profile per organisation  Secondary SDF – View Only access; can register more than one per organisation  Admin SDF – Can capture and update the information but cannot submit the WSP/ATR Report; can register more than one per organisation

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TETA- SDF Manual 2014-2015 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. Please note that an email address and a contact number will be a mandatory for the SDF to complete. This will assist with regards to the communication that will be made from TETA. 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.

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, Pivotal Training Plan 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

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TETA- SDF Manual 2014-2015 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 companiesApplied for or registered and approved

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 and a certified ID copy.

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TETA- SDF Manual 2014-2015 Please note that it is the responsibility of the SDF to upload the updated documents annually. 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 be completed by the SDF.

When the questionnaire is completed the user must click on the enter button and the below screenshot will be displayed.

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TETA- SDF Manual 2014-2015

The SDF must then click on the upload tab to upload the Appointment Letter and the Certified ID copy. Without these documents being uploaded, the Practitioner or EO of the chamber will not update and activate the profile of the SDF to be able to access the system. Once the SDF has clicked on the icon, the following screen will be display and will allow the SDF to upload the supporting documents. On the screen, the SDF will have to specify the type of a document that they will be uploading whether it’s a copy of a certified ID or appointment letter. Please refer to the screenshot below;

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TETA- SDF Manual 2014-2015 Once an option has been selected, the user will then upload the document by clicking on browse and upload the document. Once done, the user must click on the Add button to save the document. Once done, the next document can be uploaded.

Once done, please closed the page to be able to complete the process of registration.

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TETA- SDF Manual 2014-2015

Click “ ” if you do not need to link to another organisation or link yourself with the 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. *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.

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TETA- SDF Manual 2014-2015 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: http://196.4.89.14/cdas/teta.asp 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.

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TETA- SDF Manual 2014-2015 After clicking on yes on the above screen, the SDF dashboard below will be displayed. *Note: Please note that for the SDF’s that already exist on the system and have an access to the system from previous financial years, their status of accessing the system will be defaulted to RENEWAL. This means that the SDF will have to reupload the Appointment Letter for their access to be activated again. The reason for this purpose is due to the audit reason and audit measures and will be required each year going forward. Organisations are to confirm that the SDF has been nominated to capture information on the system.

Once the EO or Practitioner has updated status form Renewal to Accepted, then the SDF can access the system successfully and will be able to generate the WSP and PTPand ATRand PTR forms.

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TETA- SDF Manual 2014-2015

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;

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TETA- SDF Manual 2014-2015 The screen displays the following information: o

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o

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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.  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 PTP& ATR and PTR 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 SDF to Register/ Renewal/ Remove an under his or her name and or Edit Skills Development Facilitator. 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.

EDIT SKILLS DEVELOPMENT FACILITATORS (SDF) DETAILS Step 1:

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Click on "Edit Skills Development Facilitators Details"

TETA- SDF Manual 2014-2015

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TETA- SDF Manual 2014-2015 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: click on

Once you have finished adding all the organisations to your profile The "House" icon

ACCESSING ORGANISATION INFORMATION

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TETA- SDF Manual 2014-2015 Please note: There are 10 different Tabs:  Organisation Info  Organisation Contacts  SDF  WSP Plan & Report (WSP/ATR Forms)  Document Uploads  Training Committee  Grants and Levies  Appeals / Extensions  Research and Development  Stakeholders Feedback

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.

Organisation Tab The system will open on the "Organisation Info" screen.

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TETA- SDF Manual 2014-2015

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 out-dated, you will be able to make changes on the “Seta Data”.

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TETA- SDF Manual 2014-2015 The SDF has access to view both the SETA information and the DHET information. New Field – An SDF has to state if the company is a Private or Public Entity. Reason being that there are forms that are mandatory especially for public entities and this will also help in terms of research and development.

Please note that the SDF must confirm that the updated information is correct before submitting the WSP/ATR on the system

Org Contacts Tab The system will open on the "Org Contacts" screen

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

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TETA- SDF Manual 2014-2015 Designation E-mail Either the phone number if cell number Province SDF Tab The system will open on the "SDF" screen. On this screen the SDF will be able to see their personal details.

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TETA- SDF Manual 2014-2015

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 WSP/ATR Tab The system will open on the "WSP/ATR forms" screen. On this screen the SDF will be able to load the Work Skills Plan, PIVOTAL Training Plan and the Annual Training Report.

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 view previous WSP/ATR submission"

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“Click here to

TETA- SDF Manual 2014-2015

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 13/14 or 14/15 blocks The user will also be 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. 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:

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TETA- SDF Manual 2014-2015 Field Title Skills Year Linked

Report Status

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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

TETA- SDF Manual 2014-2015

Due Date

Create Date Approved date Date Submitted Implementation grants

Planning grants

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only used if the organisations submissions have been rejected and the rejection has been approved by the G&S Committee. The Organisation will be given an opportunity to Appeal.  Accepted- the Seta has gone through the forms and the WSP and ATR forms have 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 back, 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 SDF created the WSP and the ATR forms 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 and PIVOTAL Training 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 to the ATR and PTR to see whether the planned reflects the actual training.

TETA- SDF Manual 2014-2015 Print Report Options

This select button allows to user to print a report. The system will consolidate the ATR,WSP and PTP 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)

After clicking on the “select” icon, depending on whether you have selected the implementation grant or the Planning grant forms 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. On the below example you will be able to capture the Person’s detail that is capturing the WSP.

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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.

To return to the main page where the WSP and ATR forms can be accessed from, select the Main Page icon (highlighted area). The WSP forms which include options to indicate PTP are as follow;           

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Employer Profile Administration Employment Summary Employment Provincial Profile Scarce Skills (Mandatory for Public Entities) Critical Skills (Mandatory for Public Entities) Strategic Objectives (Mandatory for Public Entities) Strategic Training Priorities (Mandatory for Public Entities) Planned Beneficiaries of Training Planned Training Training Budget (Mandatory for Public Entities) Expenditure of Training Budget (Mandatory for Public Entities)

TETA- SDF Manual 2014-2015 The ATR forms are as follow;      

Number of Actual Beneficiaries Trained Beneficiaries Completed Training Impact assessment Training Spent (Mandatory for Public Entities) Expenditure of Training Budget (Mandatory for Public Entities) Expenditure of Additional Budget (Mandatory for Public Entities)

The SDF will not be able to capture any further information after the Planning Grant or the Annual Training Grant has been approved. To approve the Mandatory Grant, Annual Training Grant and the Planning Grant must be approved. The system will not allow the forms to be approved if there is no ATR information. This rule does not apply for first time submitting companies. Please refer to TETA’s MG Policy in this regard.

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TETA- SDF Manual 2014-2015

WSP Report When you click on the “Print” button the system will generate a report of all the information that has been captured on the Planning Grant forms and the Implementation Grant forms. You will be able to copy this document to Microsoft Word or to print the form directly from the system. Please ensure that your printer settings are set up correctly to print the document in landscape.

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TETA- SDF Manual 2014-2015

Documents Upload TAB The document upload tab has been created to allow the SDF to upload soft copy documentation, which the SETA needs, to supply with your submissions. These documents were previously sent directly to the TETA offices. Please note that there are different requirements for Public and Private Entities and Organisations of different sizes (e.g. small, mediumand large) The following documents uploads are available 

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Authorisation page

TETA- SDF Manual 2014-2015        

Training Committee minutes DHET Learner Register (excel spread sheet) BEE certificate Strategic Objectives Training Priorities EMP 201 Other Documents SDF Documents

Only PDF documents may be uploaded unless otherwise indicated above. 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;

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

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From here the user will have the functionality of browsing and attaching the document. Please refer to the screenshot below;

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TETA- SDF Manual 2014-2015

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.

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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

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Please note that if the SDF selects “Other” on the Representation, another pop up box will pop up for the SDF to complete the field.

a.

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:  

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The Levies paid on one screen and the Grants received in one statement, or, In a Financial Statement Format with the Levies paid on the one side and the Grants received on the other side.

TETA- SDF Manual 2014-2015

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.

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You will be able to print the statement by clicking on the “print” button at the bottom of the screen. Please remember to set your print settings to print in landscape. Click on the “Levies” button to view the levies paid by the organisation.

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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.

APPEALS / EXTERNSION TAB All appeals can be done on this screen. An SDF will have to upload the appeal document / letter and save it as an attachment. TETA will then have a record of all appeals made with the organisation. To do so, the SDF must click on the Appeal type and select the type of the appeal from the dropdown menu and once done, attach the supporting document (in pdf format) and save.

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TETA- SDF Manual 2014-2015 RESEARCH AND DEVELOPMENT TAB This is a mandatory field for the SDF to complete. This will assist TETA in terms of their SSP and Research

STAKEHOLDERS FEEDBACK TAB On this tab, the SDF must give feedback on the overall experience of the system and how best we can improve the functionality.

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Workplace Skills Plan forms April 2013- March 2014 Employer Profile Administration “Person Completing the Form” On the below example you will be able to capture the Person’s detail that is capturing the WSP.

The first question that the SDF must complete the question , Ifyes, the details of the SDF will be auto populate and the rest of the information the SDF must complete. If No is selected, the SDF must complete the entire form 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

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TETA- SDF Manual 2014-2015 The Employment Summary

The employment summary form allows the user to enter the employment summary 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 (refer to the below screenshot- highlighted area in blue).

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TETA- SDF Manual 2014-2015

Once the system completes the search, should the OFO exist, a list of the OFO’s will be displayed and the user will have to 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 also then 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). 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). Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured

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TETA- SDF Manual 2014-2015 via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description

The Employment Provincial Profile Please note that this is a view only screen. The information will filter from the Employment Summary form. As the information is updated on the Employment Summary form, the information will increase on this form.

Scarce and Critical Skills – Part A (Mandatory for Public Entities)

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TETA- SDF Manual 2014-2015

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. 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

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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.

TETA- SDF Manual 2014-2015 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. Please note that an addition question has been added at the bottom of the form;

Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description

Scarce and Critical Skills – Part B (Mandatory for Public Entities) To link the OFO follow the same procedure outlined under how to search for OFO. 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 critical 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.

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Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description

WSP Strategic Objectives (Mandatory for Public Entities)

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The SDF will have to List the Strategic Objectives described in the entity's strategic business plan. To add a new Objective the SDF must click on the “Add to List” and the system will open up a new row for the SDF to populate the information and to save they must click on the enter button. Strategic Training Priorities (Mandatory for Public Entities)

The SDF will have to list the Strategic Training Priorities of the entity derived from Strategic Objectives. To add a new Objective the SDF must click on the “Add to List” and the system will open up a new row for the SDF to populate the information and to save they must click on the enter button. Planned Beneficiaries of Training

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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. The SDF will have an option to filter by either Mandatory Grants or Pivotal Programme Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description – In a blue box

Once the information has been captured, please note that the SDF can filter the information either by Pivotal Program or Mandatory Grant. – In a red box Information filtered by Mandatory Grant;

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The Planned Training

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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 to be added so that age and geography(use municipality drop down) can be captured against employees



SDF is to identify which Learning Programme from the drop down options to select the LP type

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TETA- SDF Manual 2014-2015           

Learnership Skills programme Bursary Internship Workplace Experience Short course Continuous Professional Development Apprenticeship AET Regulatory HIV/Aids 

This is a mandatory field, and should it not be completed a message box to pop up highlighting that the user need to make a selection.



A new field name to be added with a list of drop down options: - Mandatory grant - Pivotal Programme.



When selecting Training linked to: Pivotal programme, the following drop down list for selection to be used -

Learnerships Bursary Artisan Cadetship Work Place Experience New Venture Creation Graduate Placement Skills Programme Other



An SDF will have to state the start date and the end date of the training (this is mandatory for Pivotal Programme training). The SDF will click on the calendar icon and the screenshot below will be displayed and they will click the relevant start and end date that is relevant;



The SDF will have an option to filter by either Mandatory Grants or Pivotal Programme

Please note that under Type of Education, if an SDF selects “Other”, another window next to it will pop up with an option for the SDF to complete the field – in a red box

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TETA- SDF Manual 2014-2015 Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description – in a blue box

Please note that once you has captured the first record (OFO code, Group, Job Title, etc), when they capture the second record, the information in terms of the OFO code will be kept from the previous reord captured on the system.

Training Budget (Mandatory for Public Entities) This form is mandatory for Public Entities; however Private Entities are encouraged to please provide details where possible. 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.

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Expenditure of Training Budget (Mandatory for Public Entities) This form is mandatory for Public Entities; however Private Entities are encouraged to please provide details where possible. 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

Expenditure of Additional Budget (Mandatory for Public Entities) This form is mandatory for Public Entities; however Private Entities are encouraged to please provide details where possible. 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

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TETA- SDF Manual 2014-2015

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Annual training Report 2013 / 2014

Please note that when a SDF creates new forms for the new financial year, last year’s WSP data will auto populate onto the current ATR forms. The SDF will either add additional information regarding the training that took place or update the current records, in some cases information will be edited to “0”. For the new information that will be added, the SDF will have an Edit and Delete button. However for the existing information that has been auto populated from the previous year's Plan, only the Edit button will be active. See details the above screenshot. Number of Actual Beneficiaries of training

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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. Please note that if a SDF is capturing information on page 10 of the system, after capturing a specific record, the system will go back to page 10 for the SDF to continue capturing the information. If a SDF has made a mistake on a specific record, the SDF will have a functionality to update the record will the correct information. On the far right hand side, the SDF will have an option to Edit or Delete. Please note that the information from last year’s WSP will be auto populated into the new financial year’s ATR. The SDF must be able to edit the information and add on new records if necessary. Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured

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TETA- SDF Manual 2014-2015 via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description

Beneficiaries Completed training

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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.

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TETA- SDF Manual 2014-2015 The user will be required to complete the following information after linking the OFO: o Specialization o 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. o The province where the learning was implemented. o 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. o The SDF needs to indicate whether or not the training being recorded here is regulatory training. o 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:

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.

Please note that if the SDF has captured the information under multiple OFO and different descriptions and they want to filter the information that has been captured via the OFO code, they can use the search functionality to do. They can either search by OFO Code or Specialisation/Job description

Impact Assessment

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The SDF needs to provide information and answer the following two questions as part of the Impact assessment: 1.

For the period under review, did the company permanently place any unemployed individuals as a direct result of the Skills Development?

2.

Indicate how training as reported in the ATR and PTR has affected the company

Training Spent (Mandatory for Public Entities)

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TETA- SDF Manual 2014-2015 This form is mandatory for Public Entities; however Private Entities are encouraged to please provide details where possible. 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. The user needs to capture the training spent for the year 2012-2013. The user is also able to capture comments if required. Expenditure of Training Budget (Mandatory for Public Entities)

The user needs to capture the Expenditure of Training Budget (Mandatory for Public Entities)for the year 2012-2013. Expenditure of Additional Budget (Mandatory for Public Entities)

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TETA- SDF Manual 2014-2015 If there was an additional expenditure of the budget, information can be captured on this form. Notes: __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________

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