Stakeholder Manual ETDP SETA: Skills Indicium: SDF ... Manual Page 2 of 66 9.1.2 Note to SDF 38 9.2 Annual Training Report (ATR) Forms 40 9.2.1 Online Capturing

Stakeholder Manual

00 ETDP SETA: Skills Indicium: Stakeholder Manual

Stakeholder Manual

ETDP SETA: Skills Indicium: SDF Registration,

WSP & ATR 2018/2019, Bulk Import Februay 2018

Stakeholder Manual

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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 ........................................................................... 17

8.1 Organisation Details ...................................................................................................... 17

8.2 Organisation Contacts .................................................................................................... 22

8.3 Organisation Banking Details .......................................................................................... 25

8.4 Organisation Training Committee Details .......................................................................... 29

8.5 Organisation CFO Details ................................................................................................ 33

9 ANNEXURE II WSPR COMPLETION ............................................................... 36

9.1 Navigation .................................................................................................................... 36 9.1.1 How to get to the forms ............................................................................................ 36

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9.1.2 Note to SDF ............................................................................................................. 38

9.2 Annual Training Report (ATR) Forms ................................................................................ 40 9.2.1 Online Capturing ...................................................................................................... 40

9.2.1.1 Small(Public/Private) ........................................................................................... 40 9.2.1.1.1 Forms ............................................................................................................. 40 9.2.1.1.2 Rules per form ................................................................................................. 41

9.2.1.2 Private ............................................................................................................... 42 9.2.1.2.1 Forms ............................................................................................................. 42 9.2.1.2.2 Rules per form ................................................................................................. 43

9.2.1.3 Public ................................................................................................................ 46 9.2.1.3.1 Forms ............................................................................................................. 46 9.2.1.3.2 Rules per form ................................................................................................. 47

9.2.1.4 PDE ................................................................................................................... 47 9.2.1.4.1 Forms ............................................................................................................. 47 9.2.1.4.2 Rules per form ................................................................................................. 48

9.3 Workplace Skills Plan (WSP) Forms .................................................................................. 48 9.3.1 Online Capturing ...................................................................................................... 48

9.3.1.1 Small (Public / Private) ........................................................................................ 48 9.3.1.1.1 Forms ............................................................................................................. 48 9.3.1.1.2 Rules per Form ................................................................................................ 49

9.3.1.2 Private ............................................................................................................... 51 9.3.1.2.1 Forms ............................................................................................................. 51 9.3.1.2.2 Rules per form ................................................................................................. 52

9.3.1.3 Public ................................................................................................................ 54 9.3.1.3.1 Forms ............................................................................................................. 54 9.3.1.3.2 Rules per form ................................................................................................. 55

9.3.1.4 PDE ................................................................................................................... 56 9.3.1.4.1 Forms ............................................................................................................. 56 9.3.1.4.2 Rules per form ................................................................................................. 57

10 BULK IMPORT ........................................................................................... 58

10.1 Import....................................................................................................................... 58

10.2 Troubleshooting Errors from Exception Report ................................................................ 65

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 added

V0.3 February 2018 Alize Groenewald NEW OFO Code, WSP Forms 2018/2019 and Bulk Import guidelines added.

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 WSPR by the legislative due date (30 April 2018).

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

3.2 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

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2GB RAM minimum but 4GB suggested 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.

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# Navigation Screenshot Explanation

7 Child Organisations

Clicking ‘Child Organisations will navigate to the section, allowing the SDF to view the

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.

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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.

http://www.etdpseta.org.za/

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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

Stakeholder Manual


7 SDF Registration This section outlines the registration steps to be followed by the SDF.

NOTE: SDF’s that completed submission online in 2017/2018 do not need to re-register. Only NEW SDF’s need to register.

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

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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

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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 Alternate ID Numbers to be captured. The system changes the format of the ID Number field to alphanumeric 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

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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

The Unit Standards Completed is a lookup field, allowing the SDF to select the Unit Standards completed.

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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

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Step Procedure

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.

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

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Step Procedure

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

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

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Step Procedure

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

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

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Step Procedure

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

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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

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6a The system must return the search results for the search criteria used

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

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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

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

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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

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

System validate rules

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

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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 confirms the Organisation details

12 The user must click on the Save button to save the changes made

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8.2 Organisation Contacts The SDF will be able to update the Organisation Contacts following the next steps:






1 Legal Name

2 Trade Name

3 SDL Number

4 SIC Code


6a The system must return the search results for the search criteria

used

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6b Where the system does not find data, the system must display a message ‘No records found for the search criteria used’




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

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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


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

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8.3 Organisation Banking Details The SDF will be required to confirm the banking details of the organisation by following the next steps:






1 Legal Name

2 Trade Name

3 SDL Number

4 SIC Code



used

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10 The user will select the Organisation Bank Details sub menu

option

11 The system will navigate to the Organisation Bank Details page

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# 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

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14 To save the information the user will click on the Save button

15 To view the uploaded document the user will click on the hyperlink saved in the Latest Banking Details Document Uploaded

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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






1 Legal Name

2 Trade Name

3 SDL Number

4 SIC Code



used

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10 The user will select the Child Organisations sub menu option

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11 The system will navigate to the Training Committee page

13 The user will add a new training committee member by clicking on

the Add Training Committee Members button


# 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


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

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19 To Remove a captured committee member the user will highlight the member

20 The user will click on the Remove button

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8.5 Organisation CFO Details The SDF will be required to provide the CFO details of the organisation by following the next steps:






1 Legal Name

2 Trade Name

3 SDL Number

4 SIC Code



used

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10 The user will select the Organisation CFO Details sub menu

option

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11 The system will navigate to the Organisation CFO Details page

13 The user updates the CFO Details by clicking on the Edit button


# Field Type

1 First Name Text

2 Surname Text

3 Cell Phone Number Numeric

4 Direct Telephone Number Numeric


6 Email Alpha-numeric

15 The user will click on the Save button to save the CFO Details

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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

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Step Procedure

5 The system will open the SDF dashboard

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

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Step Procedure

12 Click on the ‘Create’ button to create the forms for Small Company

13 The system will create a record

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.

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- 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 recognise this as a submission, the SDF MUST click on the Submit WSP/ATR button.

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.

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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

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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

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9.2.1.2 Private

9.2.1.2.1 Forms

# Secom Form Name Form Completion


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

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# 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


i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes


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.




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

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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 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


i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes


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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.




the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] +


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

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9.2.1.3 Public

9.2.1.3.1 Forms



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

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9.2.1.3.2 Rules per form Kindly refer to section 9.2.1.2 for the detailed form rules 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

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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

9.3 Workplace Skills Plan (WSP) Forms 9.3.1 Online Capturing

On page 34, step 11 you will note that when you created the 2018/2019 forms, the system automatically populated the form type for the ATR. You need to select the form type for WSP – the system will not automatically populate this.

When you clicked on the view button to access the forms, you will note that there is a section for WSP. Next to the heading is a Form type dropdown field = please select the from type for completing the WSP. 9.3.1.1 Small (Public / Private)

Select ‘Small (Public / Private)’ from the Type of from dropdown list and click on create for the system to create your forms.

9.3.1.1.1 Forms



2 Section B1 Employment Summary as at 31 March 2018 Compulsory

3 Section B2 Hard-to-fill vacancies Compulsory

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4 Section C1 Scarce Skills Compulsory

5 Section C2 Critical Skills Compulsory

6 Section D2 WSP: Planned Training Compulsory

7 Section E General Comments Non Compulsory

8 Section F Please upload the Authorisation Page Compulsory

9.3.1.1.2 Rules per Form


1 Section A Administrative 1 Ensure that all fields are completed 2 Ensure that banking details are uploaded

2 Section B1 Employment Summary as at 31 March 2018 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 The race / gender breakdown field are condition as the user needs to

complete at least one of the fields before the system allows the user to save the information

5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male]

6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female]

7 Combined Male and Female Total = [Total Male] + [Total Female]

8 Age Groups are conditional as at least one of the fields must be populated 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique

3 Section B2 Hard-to-fill vacancies 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected

3 Populate the Specialization / Alternative Title when OFO code is selected

4 Section C1 Scarce Skills 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected

4 The list of interventions are conditional

5 Section C2 Critical Skills 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected

6 Section D2 WSP: Planned Training 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected

3 Populate the Specialization / Alternative Title when OFO code is selected

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7 Section E General Comments

8 Section F Please upload the Authorisation Page 1 This is compulsory for the SDF to submit their Annexure II WSPR 2 When uploaded the system must create a hyperlink to allow users to view the

uploaded file 3 This document will also display on the document uploads tab

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9.3.1.2 Private Select ‘Private’ from the Type of from dropdown list and click on create for the system to create your forms.

9.3.1.2.1 Forms



2 Section B Employment Summary as at 31 March 2018 Compulsory

3 Section C1 Scarce Skills Compulsory

4 Section C2 Hard-to-fill Vacancies Compulsory

5 Section D1 WSP: Total Planned Training Compulsory

6 Section D2 Critical Skills Compulsory

7 Section D3 WSP: Planned AET Compulsory

8 Section H General Comments Compulsory

9 Section J Please upload the Authorisation Page Compulsory

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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 B Employment Summary as at 31 March 2018 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected

4 The race / gender breakdown field are condition as the user needs to complete at least one of the fields before the system allows the user to save

the information 5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] +


Female] + [White Female]

7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique

3 Section C1 Scarce Skills 1 Use the 2017 Version OFO Code

2 Populate the Occupational Name when OFO code is selected

3 Populate the Specialization. Alternative Title when OFO code is selected

4 Section C2 Hard-to-fill Vacancies 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected

5 Section D1 WSP: Total Planned Training NOTE: The WSP Pivotal Training is now part of this form.

1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 The race / gender breakdown field are condition as the user needs to

complete at least one of the fields before the system allows the user to save the information

5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male]

6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female]

7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated

9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique

6 Section D2 Critical Skills 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected

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3 Populate the Specialization. Alternative Title when OFO code is selected

7 Section D3 WSP: Planned AET

8 Section H General Comments

9 Section J Please upload the Authorisation Page 1 This is compulsory for the SDF to submit their Annexure II WSPR 2 When uploaded the system must create a hyperlink to allow users to view the

uploaded file 3 This document will also display on the document uploads tab

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9.3.1.3 Public Select ‘Public’ from the Type of from dropdown list and click on create for the system to create your forms.

9.3.1.3.1 Forms



2 Section B1 WSP: Training Budget Compulsory

3 Section B2 WSP: Additional Training Budget Compulsory

4 Section C Employment Summary as at 31 March 2018 Compulsory

5 Section D1 Scarce Skills Compulsory

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6 Section D2 Hard to Fill Vacancies Compulsory

7 Section D3 WSP: Total Planned Training Compulsory

8 Section E1 Skills Development Objectives Compulsory

9 Section E2 Skills Development Priorities Compulsory

10 Section E4 Critical Skills Compulsory

11 Section E5 WSP: Planned AET Compulsory

12 Section F3 WSP: Pivotal Plan: Training Budget Not Compulsory

13 Section I General Comments Compulsory


9.3.1.3.2 Rules per form Refer to section 9.3.1.2 for the detailed form rules

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9.3.1.4 PDE Select ‘PDE’ from the Type of from dropdown list and click on create for the system to create your forms.

9.3.1.4.1 Forms



2 Section B1 – 3 WSP: Training Budget Compulsory

3 Section B4 WSP: Additional Training Budget Compulsory

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4 Section B5.1 Budget Summary: Institution Based Teachers Compulsory

5 Section B5.2 Budget Summary: Office-based Educators Compulsory

6 Section C Employment summary as at 31 March 2018 Compulsory

7 Section D1 Scarce Skills Compulsory

8 Section D2 Hard to Fill Vacancies Compulsory

9 Section E1 Skills Development Objectives Compulsory

10 Section E2 Skills Development Priorities Compulsory

11 Section E3 Critical Skills Compulsory

12 Section E4 WSP: Planned AET Compulsory

13 Section E5 WSP: Total Planned Training Compulsory

14 Section F3 WSP: Pivotal Plan: Training Budget Compulsory

15 Section I General Comments Compulsory



Refer to section 9.3.1.2 for the detailed form rules

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10 Bulk Import

10.1 Import On the specific forms with the bulk import functionality, please follow the steps as outlined below. The main reasons for bulk import is to assist the SDF with a

large number of employees to complete the information on a manual excel template offline and then upload it onto Indicium once all information has been gathered and completed on the excel template.

Step Procedure

1 Go to the relevant form, for example Section B: Employment Summary as at 31 March 2018

2 The Bulk Import button are next to the add button. The following screen will

appear once you click on the Bulk import button

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Step Procedure

3 Click on Download Excel Template The system will download the document at the bottom of the screen.

4 Open the excel template, if requested on top - click on enable editing

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Step Procedure

5 IMPORTANT NOTES: The spreadsheet will have one (1) rows on top with headings as per the

form. This must be left as is

The user must start at line 4 when capturing data

6 Please use ONLY the values in the drop downs where applicable – any other

values will not be allowed during the import.

All valid values on the drop downs can be seen on worksheet 2. The dropdown list

will contain the information relevant to that specific section on Indicium. The template allows the user to ‘copy and paste’ ONLY where the specified values are used as per the Drop down List

7 Ensure that the race, age and gender breakdowns correspond

8 Ensure that the Specialization code matches the OFO code

9 Once the sheet is completed with all data it can be uploaded /imported into the

system at the required form type

Save your excel sheet on your desk top or under your

documents

Go back into the system

Open up the specifc form

Click on bulk import (as per steps 1 and 2)

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Step Procedure

10 Click on choose file

11 Search for the document from your documents on your computer

12 Click on the document, and then click on open

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Step Procedure

13 Note: Wait for the document to be highlighted in green – this will mean the doucment is successfully attached

14 If you get a red highlight, the document is not attached correctly. And the process

needs to be repeated

15 Click on import (If green)

16 Note: Some excel templates will have 1000’s of rows of data. Depending on the

amount of data the system will take either 5 seconds or a minute or two, please remain patient. Please don’t click, click. Wait Please also have a look at the top right hand corner

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Step Procedure

17 The screen will dissappear and the user will see a system generated report which can be downloaded to see which files have notbeen successfully imported. If the

file is clear – all data has been uploaded and the data will appear.

18 Click on the excel sheet (Hyper link)

19 The sheet will download for the SDF to open

20 Sheet is blank – only the row headings are displaying – this shows all the data has

been successfully imported and there are no error messages

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Step Procedure

21 Only those records with an error can be redone and reimported. In the example the import status shows Import file Row 4 Error on record and it shows the

error description Selected Specialization/ Alternate title is not linked to the selected Occupational code

22 Correct line 4 – ensure the OFO code and Sepcialisation matches and reimport

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10.2 Troubleshooting Errors from Exception Report

Step Procedure

1 After every import done on forms. A report is generated with a list of records that did not successfully import

2 Error types:

Race Gender Totals does not match Age Group Totals

An error means that you have captured number per demographic and gender

but have not divided the number into age groups.

If you have captured 10 Coloured Males on a row, you have to state how

many in age group e.g.

Age Group - Less than 35= 4

Age Group - 35 to 54= 4

Age - Above 55 = 2 this will give you a total of 10 per age

3 Municipality does not exist This error means that the municipality for the record does not exist on

dropdown list of municipality.

It mostly caused by the value being copied and pasted from another excel

sheet or word document.

To overcome the error kindly use values only available on relevant

spreadsheet

4 OFO code occupation does not exist This error means that OFO code for the record does not exist on dropdown

list of OFO code occupations.




spreadsheet to upload.

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Step Procedure

5 OFO code and Specialization matches This error means that OFO code and specialization does not match. Please

use the correct specialization per OFO code.




spreadsheet to upload.

6 When there is an unhandled exception error This could be caused by the template being imported is not exactly the same

template with exactly the same headings and format as per the system

template. Please copy your data exactly into the ETDPSETA template and try

again to import. Please look for hidden columns as well on your data

templates

Documents

Stakeholder Manual ETDP SETA: Skills Indicium: SDF ... Manual Page 2 of 66 9.1.2 Note to SDF 38 9.2 Annual Training Report (ATR) Forms 40 9.2.1 Online Capturing