LMIS Constituency of Assessor and Moderator Usr Manual … User Manual.pdf · Privileged and Confidential LMIS – Constituency of Assessor and Moderator Usr Manual v4.3 2017 For

Privileged and Confidential

LMIS – Constituency of Assessor

and Moderator Usr Manual v4.3

2017

For External Use

SERVICES SETA

LMIS User Manual – Assessor and Moderator

1 | P a g e Copy Rights Disclaimer: Please note that no contents of this document should be replicated without prior consent of relevant parties. 2017

Table of Contents 1. Introduction .................................................................................................................................... 2

2. Register an Assessor ....................................................................................................................... 4

2.1 User Registration..................................................................................................................... 4

2.2 Register a User ........................................................................................................................ 4

2.3 User Account Activation ......................................................................................................... 5

2.3.1 User Login ....................................................................................................................... 5

3. Application for Registration ............................................................................................................ 6

3.1 Apply For Registration ............................................................................................................. 6

3.2 Step 1 – Learning Units ........................................................................................................... 8

3.3 Step 2 – Documents .............................................................................................................. 14

3.4 Step 3 – Professional Experience .......................................................................................... 18

3.5 Step 4 – Educational Details .................................................................................................. 20

3.6 Step 5 – Verify and Submit .................................................................................................... 24

4. Apply For Extension of Scope ........................................................................................................ 28

4.1 “Apply for Extension of Scope” button ................................................................................. 28

5. Review Assessor and Moderator Applications ............................................................................. 34

5.1 Allocate Evaluator for the application .................................................................................. 34

5.2 Evaluate Assessor Application .............................................................................................. 37

5.3 Send Feedback Email ............................................................................................................ 43

6. Award or Not Award Accreditation............................................................................................... 45



1. Introduction

Integrated Learner Management Information System was developed to help Services SETA

facilitate the following:

I. Registration of Assessors and Moderators on LMIS.

II. Application for Registration for Constituent Assessors and Moderators.

III. Approval of applications by SSETA.

IV. Planning to address skills shortage by being proactive, this is through an

accurate research and reporting.

V. View single Truth of the information about the Assessors and Moderators

registered with the Services SETA.

This user manual only covers CAM functionality.





2. Register an Assessor

This section demonstrates and explains how an Assessor can gain access to LMIS and start applying

for Registration at the Services SETA.

2.1 User Registration

A user needs to Register on the system as an Assessor before gaining access to the following key

features:

i. Capturing learning units that they are accredited for.

ii. Uploading Supporting Documentation.

iii. Capturing their Professional Experience.

iv. Adding the Educational background and submitting the application for registration.

Note: Moderators who wish to be Registered with the Services SETA need to be first registered as

Assessor. Users who wish to apply for both roles need to ensure that they select the “Assessor and

Moderator” option on the “User Type” Dropdown.

2.2 Register a User

i. A user must complete information shown in the screen below to register as a user.



ii. Once the registration information is successfully captured, a success message with

instructions on how to activate the account will appear as below

2.3 User Account Activation

An activation email with an activation link is then sent to the applicant:

2.3.1 User Login

i. A user will then has to click on the link above to successfully activate the account. This link will

redirect the user to the login screen as shown below. The Assessor continues to enter their

login details, the system will automatically populate the “User Type” field based on the

Username. The user then clicks on the “Login” button to proceed.



ii. Once the necessary information has been captured in the Login page, the system navigates to

the “Verify Account” (New User Verification) page as below. The user enters (copy and paste)

the Verification Code, then clicks on the “Verify” button to proceed.

3. Application for Registration

This menu handles all the Registration process for the assessors and moderators within the LMIS

system. Assessor Accreditation allows the application for Registration for an assessor, be it a first

time application, re-registration or the Extension of Scope - in the case of those assessors that are

already registered on the system.

3.1 Apply For Registration

i. After successfully activating the user account and having logged in, the user lands on the User

Profile page. The Assessor the continues to fill out their details in the fields provided, as below:

Should the Assessor attempt to click on “Save” with mandatory information missing, the system will

highlight the missing data in “RED” as below:



ii. Fill in all the required user profile details, then click on the “Save” button. The system will

proceed to save the person profile and then display a successful save message and also avail

a new button with the caption “Apply for Registration”, as seen below:

iii. Once the profile has been successfully captured, the user clicks on the “Apply for Registration”

button and the system will navigate to the Application process, beginning with “Step 1” as

below:



Should the applicant wish to apply for both Assessor and Moderator Registration, they must tick on

the dual role application checkbox, as below:

3.2 Step 1 – Learning Units

i. This step allows the Assessor to capture their Learning Units for the application. It consists

of two distinct sections:

i. The top section allows capturing of the learning units as either a full qualification or a unit

standard linked to a qualification. The user has to specify whether they are capturing a

full qualification or a unit standard by means of the option buttons qualifications or unit

standards as seen below



ii. The bottom section has the two grids that contain the captured full qualifications and the

unit standard qualifications to be considered in the application as seen below.

The grid provides the user with the following information

a. Qualification ID – the qualification code that uniquely identifies a qualification as

on the SAQA database

b. Unit Standard ID - the unit standard code that uniquely identifies a unit standard

as on the SAQA database

c. Title - the title that identifies a learning unit as on the SAQA database

d. Start Date – the proposed start date for the learning unit accreditation and

conforms to the registration start date of the learning unit

e. End Date – the proposed end date for the learning unit accreditation and

conforms to the registration end date of the learning unit



f. Application Type – whether or not the application is a first time application, re-

registration or extension of scope type

g. Learning Type – this applies to the unit standards and specifies whether the

application is a Core, Fundamental or Elective.

ii. Choose the option whether you are capturing a full qualification or a unit standard (this

enables only the full qualification option or enables the unit standard option which

requires you to select a unit standards and qualification combination) and also set your

search options. You can either search by the id of the learning unit or the title of the

learning unit as seen below:

a. Full Qualification

b. Unit Standard

iii. Selecting the learning unit automatically populates the “Start Date” and “End Date”

portion for the learning unit as seen below:



Should the applicant click on the “Next” button without capturing the required information, the

system provides a notification to prompt action from the user as below:

iv. With the learning unit selected click the “Add Learning Unit” button and the learning unit

will be saved with confirmation message displayed and it will also be displayed in the

applicable grid as seen below:



v. There is an option to remove learning units captured in error or not to be considered in

the application any longer by clicking the “Delete” button related to the learning unit

concerned on the grid.

vi. Select a learning unit to delete and then click the “Delete” button. The system will prompt

the user if they really want to proceed with the deletion process and if not they can click

“Cancel” to abort the process or click “Yes” to proceed with the deletion as seen below:



vii. Click Yes to proceed with the removal of the learning unit and the system will remove the

learning unit from the application and confirm this with the message below

viii. The “View US” button allows the applicant to see the qualification configuration. Click the

“View US” button and the system will load the Qualification’s Unit Standard Codes, Titles,

Credits Per Unit Standard, each Learning Unit Type and Total Credits as below:

ix. If all learning units for the application have been captured then the user can navigate to

the Step 2 by clicking the “Next” button to capture the documents to support the

application.



3.3 Step 2 – Documents

i. This Step allows the user to capture all the documents that support the application. The

Documents section consists of two sections – The Document Upload section and the Upload

Grid at the bottom of the page, as below:

The Document Upload section consists of the following features:

i. Document Type – this field allows the user to select the kind of document to upload.

ii. Role – this dropdown menu requires the user to select whether the document being

uploaded is of the Assessor or Moderator role.

iii. File Name – the name of the document as saved on the user’s computer.

a. Select File – this button allows the user to select the relevant file from their

computer for upload, as below:



iv. The user selects the document the wish to upload and clicks on either “Cancel” to abort

the upload process, or clicks on “Open” to load. The user then clicks on the “Add

Document” button.

v. Clicking on the “Required Documents” button produces a list of mandatory documents

for the application to be considered, as below:





vi. The user continues to select all the relevant documents and adds them to their

application. The uploaded document appear in the upload Grid as below:

The upload Grid provides the user with the following information:

i. Document type – The kind of the document uploaded

ii. File Name – the name of the file as saved on the user’s computer

iii. Document Required? – whether the document uploaded is mandatory.

iv. Role – the applicant’s role related to the document uploaded

v. Delete – the button allows the user to remove uploaded documents.

a. Once clicked, the systems generates a notification regarding the

deletion process as below:



b. Clicking on “Cancel” aborts the deletion process and clicking on “Yes”

continues to delete the record and generates a success message as

below:

Should the applicant click on the “Next” button without capturing the required documents, the

system provides a notification in RED to prompt action from the user as below:



vi. If all documents are supplied the user then clicks on the “Next” button to go the

Next step which is the Professional Experience.

3.4 Step 3 – Professional Experience

i. This Step allows the user to capture all the work experience that they have accumulated over

time to date, as seen below:

ii. The page is divided into 2 portions the top portion that allows the addition of professional

experience lines as seen below

The Professional Experience fields allow the user to capture the following information:

a. Job Title – the position/role being captured

b. Role Description – additional information pertaining to the job

c. Employer Name – the name of the entity that the applicant was employed under

d. Reference Letter – clicking on the “Select Files” button allows the user to upload the

letter of recommendation from the employer

e. Start Date – the date that the user started working at the entity

f. Current Role? – the user ticks the checkbox when they are still under the employment

of the employer

g. End Date – the applicant’s last date of employment with the entity.



h. Add button – once all the information required has been captured, the user clicks on

the “Add” button to proceed.

iii. The bottom section has a grid that contains the already captured work experience as seen

below


a. Job Title – the position held at the place of employment where the experience was

acquired.

b. Role Description - additional information pertaining to the job

c. Employer Name – name of company the applicant worked.

d. Start Date - the date the applicant assumed office for the position.

e. End Date – the applicant’s last date of employment with the entity.

f. Reference Letter – the letter of recommendation uploaded

g. Edit button – clicking on this document allows the user to amend the entry. Once the

record is amended the user clicks on the “save” button or “Cancel” to abort deletion,

as below:

h. Delete button – clicking on the “Delete” button allows the user to remover the entry.





Should the applicant click on the “Add” button without capturing the required documents, the system

provides a notification to prompt action from the user as below:

iv. Once the Work Experience has been captured, the system generates a success message as

below:

v. The user can capture as many roles as they need to, by repeating the steps above. Once done,

the applicant clicks on the “Next” button to proceed.

3.5 Step 4 – Educational Details

i. This step allows the user to capture all their Educational Information as seen below:



ii. The page is divided into two portions; the top portion allows the addition of educational

information, as seen below:

iii. The bottom section which has a grid that contains the already captured work educational

qualifications as seen below


a. Qualification Title – the name of the qualification acquired by the applicant.

b. Institution Name – name of institution that awarded the qualification to the applicant.

c. NQF Level - the NQF Level for the qualification (a measure of whether it’s a certificate,

diploma, first degree, post graduate degree etc.)

d. Year Obtained – the year the applicant was awarded the qualification.

e. Edit button – once clicked the system allows the user to make changes to the entry and

“Cancel” aborts the editing process, as below:



f. Delete button – this button allows the user to remove the entry selected.

Should the applicant click on the “Next” button without capturing the required Educational

Information, the system provides a notification to prompt action from the user as below:

Should the applicant click on the “Add” button without capturing the required Educational

Information, the system provides a notification to prompt action from the user as below:

iv. Once all the information has been captured, the user clicks on the “Add” button to proceed. The

system generates a success message as below:



Should the applicant click on the “Add” button without ticking on the the confirmation of whether the

qualification captured is also uploaded as a supporting document in Step 2, the system provides a

notification to prompt action from the user as below:

v. If there is a line item that has been captured in error and needs to be removed the user can

delete the entry. Simply click on the “Delete” button in the grid. The system will prompt the

user if they really want to remove the work experience line item, as below:

vi. Clicking on the “Cancel” button aborts the deletion process and no further action is done. If

“Yes” is clicked the system proceeds to remove it and confirm this by a successful deletion

message as seen below:



vii. Should the applicant decide to update an already captured record, they can click on the “Edit”

button in the grid – this action opens up the entry for editing. The user makes necessary

changes and then clicks on “Save”, as below:

3.6 Step 5 – Verify and Submit

i. This step lists all the details for the application. The applicant uses this page to check on the

details captured in the application and if corrections need to be done they can use the back

button to navigate to that specific step that needs to be reviewed:



Should the applicant click on the “Submit Application” button without ticking on the the declaration

statement, the system provides a notification to prompt action from the user as below:

ii. The last step also has the dual role option checkbox, the user can tick on the button to alter

their application type (Assessor or Moderator).

iii. The user reads the Code of Conduct before submitting the application, then ticks the Code of

Conduct acknowledgement checkbox, as below:

Should the applicant click on the “Submit Application” button without ticking on the the CAM Code of

Conduct declaration statement, the system provides a notification to prompt action from the user as

below:



iv. Once the applicant is satisfied with the contents of the application, they continue to tick the

declaration statement and click on the “Submit Application button. The system will generate

a notification confirming the submission, as below:

v. Clicking on “Cancel” aborts the submission process and clicking on “Yes” continues to submit

the application.

vi. The system will file the application and also navigate to application complete page as above.

A Reference number is then generated and highlighted in RED on the screen.



vii. An application submission email containing the Reference Number is then sent to the

applicant, as below:



4. Apply For Extension of Scope

i. The Extension of Scope process allows Assessors who are already accredited and wish to

expand the SSETA Registered Learning Units and other assessing activities. The “Apply for

Extension Of Scope” button is only generated once the initial application has been approved,

as below:

4.1 “Apply for Extension of Scope” button

i. To initiate this process, the user clicks on the “Apply for Extension of Scope” button on the

landing page and the system will load the page to capture the learning units to be considered

as below:



ii. The top section allows capturing of the learning units as either a full qualification or a unit

standard linked to a qualification. The user has to specify whether they are capturing a full

qualification or a unit standard by means of the option buttons qualifications or unit standards

as seen below

iii. The bottom section has the two grids that contain the captured full qualifications and the unit

standard qualifications to be considered in the application for Extension of Scope, as seen

below:


a. Qualification ID – the qualification code that uniquely identifies a qualification as on

the SAQA database

b. Unit Standard ID - the unit standard code that uniquely identifies a unit standard as


c. Title - the title that identifies a learning unit as on the SAQA database

d. Start Date – the proposed start date for the learning unit accreditation and conforms

to the registration start date of the learning unit

e. End Date – the proposed end date for the learning unit accreditation and conforms to

the registration end date of the learning unit



f. Learning Type – this applies to the unit standards and specifies whether the

application is a Core, Fundamental or Elective.

g. Application Type – whether or not the application is a first application or extension of

scope

iv. Choose whether you are capturing a full qualification or a unit standard (this enables only the

full qualification or the unit standard entry fields based on option selected). The user can

either search using the ID of the learning unit or the title of the learning unit as seen below:

i. Full Qualification

ii. Unit Standard



v. Selecting the learning unit, automatically populates the “Start Date” and “End Date” portion

for the learning unit as seen below:



vi. With the learning unit selected click the “Add Learning Unit” button and the learning unit will

be saved with confirmation message displayed and it will also be displayed in the applicable

grid as seen below:



vii. There is an option to remove learning units captured in error or not to be considered in the

application any longer by clicking the “Delete” button related to the learning unit concerned

on the grid.

viii. Select a learning unit to delete and then click the “Delete” button. The system will prompt the

user if they really want to proceed with the deletion process and if not they can click “Cancel”

to abort the process or click “Yes” to proceed with the deletion as seen below:

ix. Click Yes to proceed with the removal of the learning unit and the system will remove the

learning unit from the application and confirm this with the message below



x. The “View US” button allows the applicant to see the qualification configuration. Click the

“View US” button and the system will load the Qualification’s Unit Standard Codes, Titles,

Credits Per Unit Standard, each Learning Unit Type and Total Credits as below:

xi. Once all the Learning Units have been captured, the user clicks on “Next” to complete the

process. The system then navigates to the process completion screen, which contains the

Reference number highlighted in RED, as below:



xii. An email is also sent to the Assessor as confirmation of submission, as below:

5. Review Assessor and Moderator Applications

5.1 Allocate Evaluator for the application

i. This section of LMIS is for internal Services SETA Staff. It allows the Senior CAM Officer to

allocate applications to evaluators for Desktop Evaluation. The “Dashboard” providers the

Senior Officer with information regarding new applications awaiting their attention, as

below:



ii. The officer navigates to the applications via Quality Assurance Accreditation

Applications Assessor. The system will load all the applications waiting to be

processed as below:

iii. Applicants can be found by using the search parameters - ID Number, Last Name,

Province, First Name and Process Indicator which is defaulted to Application. After

supplying the search parameters the user clicks on the “Search” button. The system will

retrieve matching records and present them on the grid as below:

The grid presents the user with the following information:

a. ID Number – the identification number for the applicant

b. First Name - the names for the applicant

c. Last Name - the surname for the applicant

d. Registration Start Date – the proposed start date for the accreditation

e. Registration End Date – the proposed end date for the accreditation

f. Process Indicator – the application stage for the application

g. Province – the home province for the applicant

h. Evaluator – the person allocated to evaluate the application

i. View button – this button allows the Senior CAM Officer to view the application,

as below:



iv. The Senior CAM Officer selects the applications they wish to allocate to an Evaluator or

they can simply group all the applicants by using the “Select All” button as below

Should the applicant click on the “Allocate Evaluator” button without choosing the Evaluator on the

“Evaluator Name” dropdown menu, the system will show an error as below

v. The user attaches an assessor to the selected applications and clicks on the “Allocate

Evaluator” button. The system will proceed to allocate the evaluator to each selected

applicant in the selection and display a confirmation message as well as refresh the

application in the grid now attached with the evaluator name as below



5.2 Evaluate Assessor Application

i. This section allows the Evaluators to log in and perform Desktop Evaluation on

applications allocated to them by the Senior CAM Officer. The user needs to Login as an

evaluator and the system will navigate to the Evaluator Dashboard as below:

ii. The user navigates to the allocated applications via Quality Assurance Accreditation

Applications Assessor. The system will load all the applications waiting to be

processed as below. (Please note the system will load the applications that where

allocated to the evaluator only)



iii. Select an application to review by clicking on the “View” button on the grid. The system

will populate the bottom sections of the page with the application details as seen below

iv. The system also loads the documents section for the applicant as seen below

The grid presents the user with the following information

a. Document Name – the name for the application document t



b. File Name - the name of file for the document provided. This field has a hyperlink

which allows the evaluators to actually open up the supplied document and see

the contents and view it in browser or save it.

c. Document Supplied – a Yes or No to specify whether the document was actually

supplied. If ticked it means document was provided and if not ticked it means

document was not supplied

v. The system also loads the learning units (qualifications and unit standards) section for the

applicant as seen below:

The learning units section has grid that presents user with the following information

a. Qualification ID – the qualification code that uniquely identifies a qualification as


b. Qualification Title - the title that identifies a learning unit as on the SAQA database

c. Unit Standard ID - the unit standard code that uniquely identifies a unit standard

as on the SAQA database

d. Start Date – the proposed start date for the learning unit accreditation and

conforms to the registration start date of the learning unit

e. End Date – the proposed end date for the learning unit accreditation and

conforms to the registration end date of the learning unit

f. Application Type – whether or not the application is a first time application, re-

registration or extension of scope type

g. Learning Type – this applies to the unit standards and specifies whether the

application is a Core, Fundamental or Elective

h. Reject Reason/SAQA Criteria – the reason why the learning unit awarding was

rejected from being awarded

i. Comments - any notes attached on the reviewing process of the learning unit



vi. Evaluate Button - This button allows individual learning units to be evaluated. Click on the

“Evaluate” button and the system will open a form with the learning unit details as below:

Should the applicant click on the “Save” button without changing the learning unit status and

providing reason for decline, the system will show an error as below

a. The Evaluator needs to supply an application status and if Registration is not

awarded, then a rejection reason needs to be supplied by clicking on the “Criteria

Not Met” dropdown (user can also supply additional comments if needed) and then

click on the “Save” button.

b. The system will save the learning unit application status and refresh the applicant

learning units status on the parent page as well as display a confirmation message

as below:



vii. The learning units can be awarded all at once without going through them one-by-one by

using the “Mark All As Awarded” button. Once clicked, the system warn the user.

c. If the user clicks Cancel the process will be aborted

d. If the user clicks “Yes” the system will proceed to award all the learning units and

then confirm process completed.

viii. The second from bottom section lists the professional experience of the applicant as

below

The grid provides the user with the following information:

a. Job Title – the position held at the place of employment where the experience was

acquired.

b. Role Description – further details on the role captured.

c. Employer Name – name of company the applicant worked.

d. Start Date - the date the applicant assumed office for the position.

e. End Date – the date the person ceased to occupy the position and if the person is

currently employed in that position then the date is left.

f. Reference Letter – the letter of recommendation from the employer



ix. The last section convers the educational qualifications of the applicant as below


i. Qualification Title – the name of the qualification acquired by the applicant.

ii. Institution Name – name of institution that awarded the qualification to the applicant.

iii. NQF Level - the NQF Level for the qualification (a measure of whether it’s a certificate,

diploma, first degree, post graduate degree etc.)

iv. Year Obtained – the year the applicant was awarded the qualification.

x. When all checks have been made and the evaluator satisfied with the application the next

step is to send the application for review and final step in the registration process. To do

this the user clicks on the “Send for Review” button for final processing by the CAM

manager/Senior Officer as seen below

The user will know that the application has been send for review when a confirmation message is

displayed as seen below



5.3 Send Feedback Email

i. Should the Evaluator find an application to be incomplete in any way, the user can contact

the applicant through the “Send Feedback Email” button. Once clicked, the button

generates the “Send Accreditation Feedback” page, as below:

ii. The top section of the “Send Accreditation Feedback” page provides the user with the

following information:

a. National ID – the identity number of the applicant

b. Application Ref No – the Reference number allocated to the application

c. Application Date – the date on which the application was submitted

d. First Name (s) – the applicant’s name

e. Last Name – the applicant’s surname

iii. The bottom section provides the user with the following features grid:

a. Item – the evaluation criteria to be met by applicants

b. Verify – this checkbox marks the related items as compliant.

c. Comments - Leaving the “Verify” checkbox unmarked requires the Evaluator to

provide comments in the adjacent text field.



d. Verified by – this captures the user that affected the changes made to an

application.

e. Date Verified – this captures the date that the changes were made to the

application

iv. Once the Evaluator has completed the feedback process, they can now click on the “Send

Feedback Email” button to proceed. The system then generates a success message as

below:

v. The system then sends the feedback email to the applicant as below:



6. Award or Not Award Accreditation

i. This process marks the end of the Assessor and Moderator application process. With the

applicant evaluated, the CAM Manager logs in to process the assessor applications which

can be found in the “Under review” on the “Process Indicator” dropdown menu. To do

this, the user needs to navigate to Quality Assurance Accreditation Applications

Assessor.

ii. Search for the applicant to register by specifying the filters on the search section of the

page using either the First Name, Last Name, ID Number or Province and the Process

Indicator as “Under Review” as below:

iii. Once the application has been found, the user clicks on “View” to access the full

application, as below:



iv. The CAM Senior Officer can view the Evaluator’s Comments on the Feedback Email by

clicking on the “Send Feedback Email” button, as below:

v. If the manager is satisfied with the information presented the next step is to make a

decision to register the assessor or not register the assessor. The user clicks on the

“Register” button if assessor is to be registered and the applicant will be flagged as

registered and the system will confirm the registration as below



vi. The registration process will send an email to the applicant informing them of the

application outcome, as below:

vii. The system attaches the Registration Report to the email and can be viewed by the

Registered Assessor as below:

a. Section 1 – Personal Details



b. Section 2 – Scope Applied Against and Outcomes

c. Section 3 – Documentation Requirements



d. Section 4 – Outcome of Evaluation