ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual 00 ETDP SETA: Skills Indicium: Stakeholder Manual Stakeholder Manual ETDP SETA: Skills Indicium: SDF Registration & ATR Forms November 2017

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 1 of 45 Table of Contents 1 VERSION CONTROL . . 3 1.1 Document Details . 3 1.2 Revision History . 3 2 INTRODUCTION . . 3 2.1 Purpose of this document . 3 2.2 Terms and Definitions . 3 3 TECHNICAL INFORMATION . . 3 3.1 Browsers . 3 3.2 Minimum Hardware Requirements . 3 4 PROCESS . . 4 5 NAVIGATION . . 4 6 ACCESSING INDICIUM . . 6 6.1 Indicium Landing Page . 6 6.2 Forgotten Password .

6 7 SDF REGISTRATION . . 8 7.1 Application Details . 8 7.2 Organisation Details . 13 8 ORGANISATION PROFILE . 16 8.1 Organisation Details . 16 8.2 Organisation Contacts . 20 8.3 Organisation Banking Details . 23 8.4 Organisation Training Committee Details . 27 8.5 Organisation CFO Details . 30 9 ANNEXURE II WSPR COMPLETION . 33 9.1 Navigation . 33 9.1.1 How to get to the forms . 33

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 2 of 45 9.1.2 Note to SDF . 35 9.2 Annual Training Report (ATR) Forms . 37 9.2.1 Online Capturing . 37 9.2.1.1 Small(Public/Private . 37 9.2.1.1.1Forms . 37 9.2.1.1.2Rules per form . 38 9.2.1.2 Private . 39 9.2.1.2.1Forms . 39 9.2.1.2.2Rules per form . 40 9.2.1.3 Public . 43 9.2.1.3.1Forms . 43 9.2.1.3.2Rules per form . 43 9.2.1.4 PDE . 44 9.2.1.4.1Forms . 44 9.2.1.4.2Rules per form . 44

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual 03 ETDP SETA: Skills Indicium: Stakeholder Manual 1 Version Control 1.1 Document Details Version V0.1 Author Alize Groenewald Contributors ETDP SETA: Skills Team 1.2 Revision History VERSION DATE BY WHOM CHANGES V0.1 February 2017 Alize Groenewald Original Manual V0.2 November 2017 Alize Groenewald Changes for ATR 2018/2019 incorporated 2 Introduction 2.1 Purpose of this document The purpose of this document is to ensure that Skills Development Facilitators (SDFs) are equipped with all the information pertaining to the ETDP SETA Indicium system.

This will therefore permit the facilitator to register as an ETDP SETA Indicium SDF and will enable the SDF to comply with the submission of the Annexure II WSP/ATR by the legislative due date (30 April 2017).

2.2 Terms and Definitions The following terms are used in this document # Term / Acronym Definition 1 Indicium Latin for Information – name of the system developed for ETPD SETA. 2 SDF Skills Development Facilitator 3 WSP Workplace Skills Plan 4 ATR Annual Training Report 5 Lookup Field A field containing a set of values to select from, no other values than these can be used 6 Free Text Field This field allows the SDF to enter any text 7 Numeric Field This field allows the SDF to enter only numerical values 9 Alphanumeric Field This field allows the SDF to enter alphabetical as well as numerical values 10 Currency Field This field gets noted in Rand value 3 Technical Information 3.1 Browsers ETDP SETA Indicium is compatible with the following browsers: 1.

Internet Explorer 2. Google Chrome 3. Mozilla FireFox 3.2 Minimum Hardware Requirements Minimum requirements for hardware are as follows  Windows 7 or above  Service Pack 1  Intel Celeron minimum but Core i-3 or better suggested  2GB RAM minimum but 4GB suggested

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 4 of 45  At least 20GB free hard drive space  Microsoft Office  Adobe PDF reader  ADSL or 3G. Dial-up lines are not recommended. 4 PROCESS 5 Navigation To following will assist to navigate the system # Navigation Screenshot Explanation 1 Dashboard Menu Item Clicking „Dashboard‟ will return you to the SDF Dashboard with the list of organisations linked to the SDF profile. 2 Skills Menu Item Clicking „Skills‟ will navigate to the submenu items:  Organisation  SDF 3 View Clicking „View‟ next to the company name will open the company profile.

4 Organisation Details Clicking „Organisation Details‟ will navigate to the selected company details, allowing the SDF to update the company details.

5 Organisation Contact Clicking „Organisation Contact‟ will navigate to the section allowing the SDF to add contact information from the company. 6 Organisation Bank Details Clicking „Organisation Bank Details‟ will navigate to the section allowing the SDF to add update and confirm the banking details of the company. 7 Child Organisations Clicking „Child Organisations will navigate to the section, allowing the SDF to view the

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 5 of 45 # Navigation Screenshot Explanation details of the organisations linked to the organisation. 8 Training Committee Clicking „Training Committee‟ will navigate to the section of selected company allowing the SDF to add the details of the members of the companies training committee. 9 Organisation CFO Details Clicking „Organisation CFO Details‟ will navigate to the section allowing the SDF to add and update the details of the members of the companies training committee. 10 Annexure 2 WSPR Clicking „Annexure 2 WSPR‟ will navigate to the Annexure 2 WSP forms, allowing the SDF to complete the forms.

11 Annexure 2 WSPR Document Uploads Clicking „Annexure 2 WSPR Document Uploads‟ will navigate to the section that will allow the SDF to upload all necessary and compulsory documentation needed for the submission of the Annexure 2 WSPR. 12 Grants and Levies Clicking „Grants and Levies‟ will navigate to the section that will allow the SDF to view Levies contributed, Grants received and print remittances. 13 Edit Clicking „Edit‟ will make certain fields available to the SDF to edit and update. 14 Save Clicking „Save‟ will save the information that the SDF changed / updated.

15 Cancel Clicking „Cancel‟ will navigate back to the page before it was edited.

Changes made by the SDF will not be saved. 16 Create Clicking „Create‟ will allow the SDF to create new records for contacts. 17 Remove Clicking „Remove‟ will remove the selected record. Once removed the record will be available anymore, nor will the user be able to restore the removed record. 18 Update Clicking „Update‟ will allow the SDF to update a selected field.

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 6 of 45 6 Accessing Indicium 6.1 Indicium Landing Page The ETDP SETA Indicium system can be accessed via the ETDP SETA website www.etdpseta.org.za. The Annexure II WSPR link will navigate to the ETDP SETA Indicium Landing Page 6.2 Forgotten Password Once the SDF is registered on the system, it is possible to forget one‟s password therefore Indicium has an online „forgot password‟ functionality. Please follow the following steps if you have forgotten your password. Step Action / Screenshot 1 The SDF navigates to the ETDP SETA Indicium Seta Management System page.

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 7 of 45 Step Action / Screenshot 2 The SDF clicks on the Forgot Password link and add their username.

The system will generate an e- mail with a temporary password when the SDF clicks on the „Request Password‟ button. 2 Use the username and temporary password on the logon page. 3 Indicium will revert the Change Password page for the SDF to update the password to a new password. Please note the following rules on Creating of Passwords: # Rule 1 The length of the password must be at least 8 characters long 2 Your password must contain one capital/upper case letter 3 Your password must at least contain one digit number 4 Your password must at least contain a symbol # @ 5 The password expires after 30 days, and the SDF will be required to enter a new password – each 30 days.

The SDF then clicks on the Change Password button to save the password. Indicium will navigate to the logon screen once the password has been successfully changed. 4 Indicium will navigate back to the logon page where the SDF now needs to use the changed password to logon to the ETDP SETA Indicium system

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual 08 ETDP SETA: Skills Indicium: Stakeholder Manual 7 SDF Registration This section outlines the registration steps to be followed by the SDF. 7.1 Application Details The first phase of the registration is for the SDF to complete their details.

Step Procedure 1 Navigate to the ETDP SETA website 2 Click on the Stakeholder Login link 3 The system will navigate to the ETDP SETA Indicium landing page 4 The user clicks on the SDF Registration link 5 The system presents a Registration window 6 The user confirms that the registration is for a SDF by selecting the SDF option 7 The user clicks on the Registration button

ETDP SETA: Skills Indicium: SDF Registration & ATR Forms

Stakeholder Manual Page 9 of 45 Step Procedure 8 The user completes the Applicant Details screen by completing the following fields: # Field Comment 1 ID No Alpha-numeric 2 Alternate ID Type The alternate ID Number is compulsory only when the ID No added is not a South African ID Number. The user will select one of the following: 1 Birth Certificate Number 2 Employee Number 3 None 4 Passport Number 5 Student Number 3 Title The user will select one of the following: 1 Adv 2 Dr 3 Miss 4 Mr 5 Mrs 6 Ms 7 Prof 4 First Name Text Field 5 Middle Name Text Field 6 Surname Text field 7 Initials Populated Field 8 Date of Birth This field populates from the South African ID Number.

Where the ID Number is not a South African ID Number, the user needs to select the date of birth. 9 Gender The user will select one of the following: 1 Male 2 Female The system completes the Birth Date and Gender once a South African ID is entered. Where an ID is entered that is not South African the user will need to indicate the alternate ID Type The system populates the Initials once the First Name and Middle Name is populated

Stakeholder Manual Page 10 of 45 Step Procedure 10 Equity The user will select one of the following: 1 Black: African 2 Black: Coloured 3 Black: Indian/Asian 4 White 11 Disability Status The user will select one of the following: 1 Communication (talking, listening) 2 Disabled but unspecified 3 Emotional (behavioral or psychological 4 Hearing (even with a hearing aid) 5 Intellectual (difficulties in learning); retardation 6 Multiple 7 None 8 Physical (moving, standing, grasping) 9 Sight (even with glasses) 12 Home Language The user will select one of the following: 1 Afrikaans 2 English 3 isiNdebele 4 isiXhosa 5 isiZulu 6 Other 7 sePedi (also known as Northern Sotho / Sesotho sa Lebowa) 8 seSotho 9 seTswana 10 siSwati 11 South African Sign Language 12 tshiVenda 13 xiTsonga 13 Nationality The user will select one nationalities listed in this field The system also allows for Alternate ID Numbers to be captured.

The system changes the format of the ID Number field to alpha-numeric once the user selects and alternate ID, allowing the user to enter an identification number. The system populates the Municipality, Density and Province based on the Code entered.

The user can populate the postal address with the physical address details by selecting the „Use Physical Address for Postal Address option

Stakeholder Manual Page 11 of 45 Step Procedure 14 Citizen Residential Status The user will select one of the following: 1 Dual (SA plus other) 2 Other 3 Permanent Resident 4 South Africa 5 Unknown 15 Socio Economic Status The user will select one of the following: 1 Employed 2 Unemployed 16 Telephone Number Numeric Field 17 Cell Phone Number Numeric Field 18 Fax Number Numeric Field 19 E Mail Valid email address 20 Physical Address The Postal Code must be populated in order for the system to auto populate the Municipality, Density and Province for the physical address 21 Postal Address The Postal Code must be populated in order for the system to auto populate the Municipality, Density and Province for the postal address As per the UAT on 25 January, the Unit Standards Completed is now a lookup field, allowing the SDF to select the Unit Standards completed.

Stakeholder Manual Page 12 of 45 Step Procedure 22 Highest Education The user will select one of the following: 1 Advanced Certificate 2 Advanced Diploma 3 Apprenticeship / Trade Cert 4 Diploma 5 Further Diploma 6 Further Education and Training Certificate 7 Higher Certificate 8 Honours Degree 9 Masters Degree 10 National First Degree (min 480) 11 National Higher Certificate 12 National Higher Diploma 13 National Masters Degree 14 PG B Deg 15 Post Dip Diploma 16 Post Graduate Diploma 17 Post Basic Diploma 18 Professional Diploma 19 Qual at Nat Sen Cert Level 20 Schl below SenC: not full qual 21 Senior Certificate 22 23 Current Occupation Alpha-numeric field 24 Years in Occupation Numeric field 25 Experience (SDF Work Experience Text 26 Unit standards completed Lookup Field: Values: 1 115759 2 115753 3 15191 4 12544 9 Click on the Save and Proceed button to proceed to the next step.

The system test that all compulsory fields are populated and will indicate where compulsory information is missing.

Stakeholder Manual Page 13 of 45 7.2 Organisation Details The second phase is for the SDF to link the organisations they are completing and submitting Annexure II WSPRs Step Procedure 1 Once the SDF saves their applicant / personal details will the system navigate to the Organisation details page. 2 Search for the organisation by clicking on the magnifying glass 3 The user will add the L Number for the company that you are searching for 4 The user will click on the Search button for the system to search for the company 5a Where the company does not exist the system will display a message of „No records found’ 5b The user will need to add a new / correct L number and search again

Stakeholder Manual Page 14 of 45 Step Procedure 6a The system will return the results should the company exist for the search criteria used 6b The user will click on the company name 7 The user will click on the Select button to add the company 8 The user will indicate whether the user is acting for the employer by clicking the tick box 9 The user will not tick the tick box if they do not acting for the employer 10 The user will select the function that they are performing for the Employer The user will select one of the following: 1 Group of Organisations 2 Single establishment 11 The user will indicate the method of appointment 1 Appointed by Employer 2 Other, If Other, please specify 3 Self-appointed The „Self Employed‟ option is removed: 12 Where the user selects option 2, the user will need to complete the „Other method of appointment‟ text box 13 The user will click on the Choose file to upload the signed Letter of appointment that will be viewed by ETDP in order to approve or reject the SDF registration

Stakeholder Manual Page 15 of 45 Step Procedure 14 The user will click on the Upload button to save the letter that needs to be uploaded 15 The system will show a green line once the document has been upload 16 The user needs to click on the upload button again to save all information captured and uploaded on the system 17 The system will the reflect the organisation name, SDL number and letter uploaded 18 The user will repeat step 3 to 17 in the case where the user needs to be linked to more than one company 19 The user will click on Finalise Application button to finalise the SDF registration process

Stakeholder Manual Page 16 of 45 8 Organisation Profile Once a SDF has access to the Organisation Profile, the SDF will be expected to update the details and ensure that the details on Indicium is correct and current 8.1 Organisation Details Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button 6a The system must return the search results for the search criteria used

Stakeholder Manual Page 17 of 45 Step Procedure Screenshots 6b Where the system does not find data, the system must display a message „No records found for the search criteria used‟ 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 To user will click on the Edit button to update Organisation Details 11 The following fields can be updated: # Field Type 1 Legal Name Text 2 Trade Name Text 3 Organisation Registration Number Type Lookup 1 Cipro 2 Company Registration Number 3 Department of Social Development

Stakeholder Manual Page 18 of 45 Step Procedure Screenshots 4 Organisation Registration Number Alpha-numeric 5 Type of Organisation Lookup 1 Private Offering FET 2 Private Offering FET and HET 3 Private Offering HET 6 Legal Status / Type of Entity Lookup 1 Close Corporation 2 CBO 3 NGO 4 Other 5 Partnership 6 Pty/Ltd 7 Section 21 Company 8 Sole Proprietor 9 Public Benefit Organisation (PBO) 10 Non-Profit Organisation (NPO) 11 Trust 7 Partnership Lookup 1 Private 2 Private / Public 3 Public 8 Phone Number Numeric 9 Fax Number Numeric System validate rules The system populates the Municipality, Density and Province based on the Code entered.

Stakeholder Manual Page 19 of 45 Step Procedure Screenshots 10 Current SETA Region Lookup 1 Eastern Cape 2 Freestate 3 Gauteng 4 Kwa-Zulu-Natal 5 Limpopo 6 Mpumalanga 7 North West 8 Northern Cape 9 Western Cape 11 Sic Code Description Lookup 12 Chambers Lookup 1 ECD & AETA 2 Research and HET 3 Schooling and Provisioning 4 TVET 13 Number of Employees Numeric 14 Number of Employees (Employment Profile) Populated 15 Total Annual Payroll for the end of the Previous Financial year (Subject to SDL) Numeric 16 SARS Number Numeric 17 Cipro Number Numeric 18 GPS Coordinates Numeric 19 Physical Address 20 Postal Address 21 Use Physical Address for Postal Address Select 22 Confirm Details Select The user can populate the postal address with the physical address details by selecting the „Use Physical Address for Postal Address option The user confirms the Organisation details 12 The user must click on the Save button to save the changes made

Stakeholder Manual Page 20 of 45 8.2 Organisation Contacts The SDF will be able to update the Organisation Contacts following the next steps: Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button 6a The system must return the search results for the search criteria used

Stakeholder Manual Page 21 of 45 Step Procedure Screenshots 6b Where the system does not find data, the system must display a message „No records found for the search criteria used‟ 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Organisation Contact sub menu option 11 The system will navigate to the Organisation Contact page 12 The user will click on the Create button to add a new contact

Stakeholder Manual Page 22 of 45 Step Procedure Screenshots 13 The user will complete the following fields: # Field Type 1 Title Lookup 2 First Name Text 3 Surname Text 4 Initials Populate 5 Designation Lookup 1 CEO 2 COO 3 Financial Manager 4 HR Manager 5 Other 6 Training Manager 6 Telephone Number Numeric 7 Cell phone Number Numeric 8 Fax Number Numeric 9 E Mail Alpha-numeric 10 Postal Address 14 To save the information the user will click on the Save button 15 To edit information of a contact already added the user will select the contact 16 The user will then click on the Edit button 17 The user will update the information and click on the Save button to save the information.

18 To remove a contact that is already on the contact details pate the user will select the contact 19 The user will click on the Remove button

Stakeholder Manual Page 23 of 45 8.3 Organisation Banking Details The SDF will be required to confirm the banking details of the organisation by following the next steps: Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button 6a The system must return the search results for the search criteria used

Stakeholder Manual Page 24 of 45 Step Procedure Screenshots 6b Where the system does not find data, the system must display a message „No records found for the search criteria used‟ 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Organisation Bank Details sub menu option 11 The system will navigate to the Organisation Bank Details page

Stakeholder Manual Page 25 of 45 Step Procedure Screenshots 13 The user will complete the following fields: # Field Type 1 Banking Details Upload Choose File 2 Bank Name Lookup 1 ABSA 2 Bank of Athens 3 BOE 4 Boland PKS 5 Capitec 6 City Bank 7 First National 8 First Rand 9 HBZ Bank 10 HSBC 11 Investec 12 MEEG / ABSA 13 Mercantile Lisbon 14 NBS 15 Nedbank 16 Rand Mercantile Bank 17 Reserve Bank 18 Standard Bank 3 Account Number Numeric 4 Account Holder Text 5 Account Type Lookup 1 Credit 2 Current 3 Savings 4 Transmission 6 Branch Name Text 7 Branch Code Numeric 8 Status Numeric 9 Declaration Check box 14 To save the information the user will click on the Save button

Stakeholder Manual Page 26 of 45 Step Procedure Screenshots 15 To view the uploaded document the user will click on the hyperlink saved in the Latest Banking Details Document Uploaded

Stakeholder Manual Page 27 of 45 8.4 Organisation Training Committee Details The SDF for organisation with 50 + employees will be required to capture Training Committee details – this is however not a compulsory requirement to submit Annexure II WSPR Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button 6a The system must return the search results for the search criteria used

Stakeholder Manual Page 28 of 45 Step Procedure Screenshots 6b Where the system does not find data, the system must display a message „No records found for the search criteria used‟ 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Child Organisations sub menu option 11 The system will navigate to the Training Committee page

Stakeholder Manual Page 29 of 45 Step Procedure Screenshots 13 The user will add a new training committee member by clicking on the Add Training Committee Members button 14 The user will complete the following fields: # Field Type 1 Title Lookup 2 First Name Text 3 Surname Text 4 Initials Populated 5 Designation Lookup 1 CEO 2 COO 3 Financial Manager 4 HR Manager 5 Other 6 Training Manager 6 Telephone Number Numeric 7 Cell Phone Number Numeric 8 Fax Number Numeric 9 Email Alpha-numeric 10 Name of Union Text 11 Position in Union Text 15 The user will click on the Save button to save the Training Committee Member 16 To update a Training Committee Members Details, the user will highlight the member 17 The user will click on the Update button 18 The user will update the necessary details and click on the Save button to save the updated information 19 To Remove a captured committee member the user will highlight the member 20 The user will click on the Remove button

Stakeholder Manual Page 30 of 45 8.5 Organisation CFO Details The SDF will be required to provide the CFO details of the organisation by following the next steps: Step Procedure Screenshots 1 Access Indicium system 2 Click on the Skills menu option 3 Click on the Organisation 4 Complete on of the Search criteria 1 Legal Name 2 Trade Name 3 SDL Number 4 SIC Code 5 Click on the Search button 6a The system must return the search results for the search criteria used

Stakeholder Manual Page 31 of 45 Step Procedure Screenshots 6b Where the system does not find data, the system must display a message „No records found for the search criteria used‟ 7 Select the company, the system will highlight the record selected 8 Click on the action button 9 The system must navigate to the Organisation Details 10 The user will select the Organisation CFO Details sub menu option 11 The system will navigate to the Organisation CFO Details page

Stakeholder Manual Page 32 of 45 Step Procedure Screenshots 13 The user updates the CFO Details by clicking on the Edit button 14 The user will complete the following fields: # Field Type 1 First Name Text 2 Surname Text 3 Cell Phone Number Numeric 4 Direct Telephone Number Numeric 5 Fax Number Numeric 6 Email Alpha-numeric 15 The user will click on the Save button to save the CFO Details

Stakeholder Manual Page 33 of 45 9 Annexure II WSPR Completion This section assists the SDF with the completion and submission of the Annexure II WSPR – Annual Reports.

9.1 Navigation To navigate to the Annexure II WSPR forms the steps set out below must be followed: 9.1.1 How to get to the forms Step Procedure 1 Navigate to the ETDP SETA website 2 Click on the Stakeholder Login link 3 The system will navigate to the ETDP SETA Indicium landing page 4 Enter your user credentials and click on the „Login’ button 5 The system will open the SDF dashboard

Stakeholder Manual Page 34 of 45 Step Procedure 6 Click on the „view‟ link next to the company that needs a Annexure II WSPR submission 7 Follow the steps in section 8.1 to confirm the organisation details. This is a requirement in order for the system to create the Annexure II WSPR forms 8 Click on the „Annexure II WSPR‟ menu option once the organisation details are confirmed 9 The system will open the Annexure II WSPR dashboard # Field Name Field Description 1 Page Heading 2 Hyperlinks Authorization pages 3 Financial Year Lookup Values 1 01 April 2016 – 31 March 2017 2 01 April 2017 – 31 March 2018 3 01 April 2018 – 31 March 2019 4 Form Type Prepopulated according to the 01 April 2017 – 31 March 2018 submission 10 Select „01 April 2018 – 31 March 2019‟ as the Financial year 11 The system pre-populates the Form type according to the 01 April 2017 – 31 March 2018 submission 12 Click on the „Create‟ button to create the forms for Small Company 13 The system will create a record

Stakeholder Manual Page 35 of 45 Step Procedure 14 Click on the „View‟ button to open the forms created for the company 15 The system will open the forms, there is a „Select‟ button to access each forms‟ details The system will create the ATR forms based on the WSP submssion of 2017/2018. 9.1.2 Note to SDF 1 Click on the „Select’ button next to each form to open the form 2 Click on the „Main Page‟ button to navigate to the Annexure II WSPR dashboard 3 Click on the „Submit WSP/ATR‟ button once the information is captured and information is ready to be submitted. NOTE: - The system will display a Submit Notification.

Pay attention to this notification as this will inform you of any forms still outstanding for completion.

- The Grant status will be updated to „Submitted „once this button is clicked - The Submitted date will be populated by the system with the date on which the Annexure II WSPR is submitted - In order for the SETA to recognised this as a submission the SDF MUST click on the Submit WSP/ATR button.

Stakeholder Manual Page 36 of 45 Click on the “OK” button to return to the list of forms. 4 It is important to save the information on the forms – click on the „Add‟ or „Save‟ button to save your information 5 The „Edit‟ button on the forms will assist you to make changes to a record that exists – click on the record, click on the „Edit‟ button, make the changes and click on the „Save’ button to save your changes 6 The „Remove’ button on the forms will allow you to remove a record - click on the record, click on the „Remove‟ button, the system will remove the record 7 The „remove All’ button will remove all the records for this form.

8 IMPORTANT: You will NOT be able to recover a record(s) removed. 9 Click on the ‘Print’ button to download the report in PDF format. 10 Click on the „Print Authorisation‟ hyperlink to only download the Authorisation page. Note that there is a specific Authorisation age per form type. Please ensure that you select the correct one for the forms that was created.

Stakeholder Manual Page 37 of 45 9.2 Annual Training Report (ATR) Forms 9.2.1 Online Capturing Submission of the Annexure II WSP 2017/2018 requires online capturing of the required forms. Once the forms are created the information will look as follows for the different form types: 9.2.1.1 Small(Public/Private) 9.2.1.1.1 Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section D1 ATR: Training Done Compulsory

Stakeholder Manual Page 38 of 45 9.2.1.1.2 Rules per form # Section Form Name Comments 1 Section A Administrative 1 Ensure that all fields are completed 2 Ensure that banking details are uploaded 2 Section D1 ATR: Training Done 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018 2 The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii.

The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL of the information permanently.

iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 3 Use the 2015 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional as the user needs to complete at least one of the fields before the system allows the user to save the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique

Stakeholder Manual Page 39 of 45 9.2.1.2 Private 9.2.1.2.1 Forms # Secom Form Name Form Completion 1 Section A Administrative Compulsory 2 Section F1 ATR: Total Training Report Compulsory 3 Section F2 ATR: Training Report - NQF level Compulsory 4 Section F3 ATR: AET Trained Not compulsory 5 Section F4 Report on Impact Not compulsory 6 Section G1 ATR: Pivotal Report Not compulsory 7 Section G2 ATR: Pivotal Training Report - NQF level NOT COMPULSORY FOR MEDIUM BUT COMPULSORY FOR LARGE 8 Section G3 Pivotal Report Impact Not compulsory

Stakeholder Manual Page 40 of 45 9.2.1.2.2 Rules per form # Section Form Name Rules 1 Section A Administrative 1 Where information is incorrect, allow to update on page 2 Add a „Browse‟ field called „Proof of banking details‟ with a button to allow the user to upload the banking details.

2 Section F1 ATR ATR: Total Training Report 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018 2 The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL of the information permanently.

iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 3 Use the 2015 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional as the user needs to complete at least one of the fields before the system allows the user to save the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique 13 The system to populate this form with the information that the SDF captured on the Section B - Employment Summary 14 The system must allow the users to edit, delete, add new information 3 Section F2 ATR: Training Report - NQF level 1 Use the 2015 Version OFO Code 2 Populate the Occupational Name when OFO code is selected

Stakeholder Manual Page 41 of 45 # Section Form Name Rules 3 Populate the Specialization. Alternative Title when OFO code is selected 4 Section F3 ATR: AET Trained 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018 2 The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii. The SDF will be able to delete all information by clicking on the Remove All button.

NOTE: this action will remove ALL of the information permanently.

iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data. 5 Section F4 Report on Impact 6 Section G1 PIVOT ATR: Pivotal Report 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018 2 The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row iii.

The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL of the information permanently.

iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data.

Stakeholder Manual Page 42 of 45 # Section Form Name Rules 3 Use the 2015 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional as the user needs to complete at least one of the fields before the system allows the user to save the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique 13 The system to populate this form with the information that the SDF captured on the Section B - Employment Summary 14 The system must allow the users to edit, delete, add new information 7 Section G2 ATR: Pivotal Training Report - NQF level 1 Use the 2015 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization.

Alternative Title when OFO code is selected 8 Section G3 Pivotal Report Impact

Stakeholder Manual Page 43 of 45 9.2.1.3 Public 9.2.1.3.1 Forms # Section Form Name Form Completion 1 Section A Administrative Compulsory 2 Section G1 ATR: Total Training Report Compulsory 3 Section G2 ATR: Training Report - NQF level Compulsory 4 Section G3 ATR: AET Trained Not Compulsory 5 Section G4 ATR: Report on Training Budget Compulsory 6 Section G5 ATR: Report on Additional Training Budget Compulsory 7 Section G6 Impact Report Not Compulsory 8 Section H1 ATR: Pivotal Report Compulsory 9 Section H2 ATR: Pivotal Training Report - NQF level Compulsory 10 Section H3 ATR: Pivotal Expenditure Report Compulsory 11 Section H4 ATR: Pivotal Additional Expenditure Report Compulsory 12 Section H5 Impact Analysis Not Compulsory 9.2.1.3.2 Rules per form Kindly refer to section 9.2.1.2 for the detailed form rules

Stakeholder Manual Page 44 of 45 9.2.1.4 PDE 9.2.1.4.1 Forms # Section Form name Form Completion Section A Administrative Compulsory Section G1 ATR: Total Training Report Compulsory Section G2 ATR: Training Report - NQF level Compulsory Section G3 ATR: AET Trained Not Compulsory Section G4 ATR: Report on Training Budget Compulsory Section G5 ATR: Report on Additional Training Budget Compulsory Section G6 Impact Report Not Compulsory Section H1 ATR: Pivotal Report Compulsory Section H2 ATR: Pivotal Training Report - NQF level Compulsory Section H3 ATR: Pivotal Expenditure Report Compulsory Section H4 ATR: Pivotal Additional Expenditure Report Compulsory Section H5 Impact Analysis Not Compulsory 9.2.1.4.2 Rules per form Kindly refer to section 9.2.1.2 for the detailed form rules

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