Reference Manual for SDFs 2013 Version 1.0

Transcription

Reference Manual
for SDFs
2013
Version 1.0
(February 2013)
Our Vision:
To be recognised as the leader in the development of a highly skilled knowledge-based
information society.
Our Mission:
The MICT SETA generates, facilitates and accelerates the processes of quality skills
development at all levels in the MICT sector.
Page 2
The MICT SETA SDF Reference Manual, Version 1.0, February 2013
TABLE OF CONTENTS
1
2
Introduction and Background Information
1
1.1
References to Skills Development Facilitators and Independent Skills Development
Facilitators
1
1.2
Purpose of this Reference Manual
1
1.3
Layout of the Reference Manual
1
1.4
Important References
1
1.5
Acronyms and Definitions
2
Process Information
2
2.1
Confidentiality
2
2.2
Legislative Considerations
3
2.3
Training Committee
5
2.3.1
Introduction
5
2.3.2
Composition of the Training Committee
5
2.3.3
Responsibilities of the Training Committee
5
2.4
The Role and Responsibilities of an SDF
6
2.5
Use of an ISDF
7
2.6
Submission Criteria for Mandatory Grant Payments
7
2.6.1
Legislated Criteria
7
2.6.2
MICT SETA Criteria
8
2.6.3
ATR/WSP Approval
10
2.7
Use of the Mandatory Grant
10
2.8
Suggested ATR/WSP Submission Project Plan
10
2.9
The Organising Framework for Occupations (OFO)
11
2.9.1
Overview of the Structure of the Organising Framework for Occupations
(OFO)
11
2.9.2
NQF Levels versus Secondary and Tertiary Education System
12
2.9.3
Classification of Personnel into OFO Occupations
12
2.9.4
Requesting a New OFO Code or a Change to an OFO Code
13
2.9.5
Description of the OFO and Scarce and Critical Skills
13
2.10
The MICT SETA CV Database
14
2.11
Types of Training Interventions
14
2.12
2.13
2.11.1
Definition of a Learnership
15
2.11.2
Definition of an Internship
15
2.11.3
Definition of a Skills Programme
15
2.11.4
Definition of a Short Course
15
Expenses that may be included in the ATR/WSP
17
2.12.1
Introduction
17
2.12.2
BBBEE Considerations
17
2.12.3
The MICT SETA Perspective
18
MICT SETA SSP Staff Support
20
Page i
3
2.13.1
Communication with the MICT SETA
20
2.13.2
The MICT SETA SSP Division Service Levels
20
2.13.3
Assistance with OFO Codes
20
2.13.4
Inter-SETA Transfers
20
2.13.5
Newly Registered Organisations
22
2.13.6
Registered Organisations not allocated to a SETA
22
2.13.7
Companies that have skipped a Year in Submitting
22
2.13.8
Listing yourself as an Approved MICT SETA ISDF
22
2.13.9
Registering “SDF Associates”
22
2.13.10 Technical Queries Regarding the Online Grant System
23
2.13.11 Participation Confirmation Letters
23
2.13.12 Grant Payment Queries
23
2.13.13 SDF Telephonic and/or Person-to-Person Training
23
2.13.14 Linking of Organisations
23
2.13.15 SDF Training Workshops
23
2.13.16 Courseware Offered by Training Providers
23
2.14
Mandatory Grants and Mandatory Grant Payment Schedule
23
2.15
Information on MICT SETA Scarce and Critical Skills
24
2.16
Applying for Discretionary Grant Funding
24
2.16.1
Introduction
24
2.16.2
The 2013/18 Strategy of the MICT SETA
24
2.16.3
The Discretionary Grant Evaluation Committee and Process
25
2.16.4
Criteria for Applying for a Discretionary Grant
25
2.16.5
Applying for Discretionary Grant
26
2.16.6
Discretionary Grant Amounts
26
2.16.7
Discretionary Grant Disbursements
27
2.17
Monitoring and Evaluation
28
2.18
Training Layoff Scheme
29
The MICT SETA Online Grant System
29
3.1
Introduction
29
3.2
Registering with the MICT SETA as an SDF
30
3.3
Accessing the MICT SETA Online Grant System
35
3.3.1
The Need to Access the MICT SETA Online Grant System
35
3.3.2
Logging into the MICT SETA Online Grant System
35
3.4
Accessing an Organisation in the MICT SETA Online Grant System
36
3.5
The MICT SETA Online Grant System Forms
38
Page ii
3.5.1
The “Organisation Details” Form
38
3.5.2
The “Organisation Address” Form
39
3.5.3
The “Organisation Contact” Form
39
3.5.4
The “Training Committee Member” Form
40
3.6
3.7
4
3.5.5
The “Approved SDFs” Form
40
3.5.6
The “WSP & ATR” Forms
41
3.5.7
The “Linked Organisations” Form
46
3.5.8
The “Grants and Levies” Form
46
The MICT Template
52
3.6.1
Introduction
52
3.6.2
“Employment” Form
52
3.6.3
Learning Programme Forms
53
Troubleshooting
56
3.7.1
Blank Screen When Trying to Log into the Online Grant System
56
3.7.2
Online Grant System Very Slow
57
3.7.3
Timeout
57
Contacting the MICT SETA
57
4.1
For ATR/WSP Queries
57
4.2
For Financial Queries
57
4.3
The MICT SETA National Contact Numbers
57
4.4
Other
57
Page iii
1 Introduction and Background Information
1.1 References to Skills Development Facilitators and Independent Skills
Development Facilitators
Skills Development Facilitators (SDFs) are employees of organisations, their responsibility being to
collect and submit to SETAs data relating to past and planned training in the organisation.
Independent Skills Development Facilitators (ISDFs) perform the same role as SDFs, but are
subcontracted by the organisation to perform this function.
For the purposes of this document, unless otherwise stated, all references to SDFs must be
interpreted as including ISDFs.
1.2 Purpose of this Reference Manual
As recently published in Government Gazette Notice No 35940, published on the 3rd December 2012,
there are two types of grants that the MICT SETA can/may provide to the MICT SETA employer
stakeholders, namely:
•
Mandatory Grants. This grant is paid to the MICT SETA stakeholders on the basis of the
submission and approval of the Annual Training Report (ATR) and Workplace Skills Plan
(WSP). This Reference Manual primarily addresses the requirements for Mandatory Grants.
•
Discretionary Grants. This funding is provided to the MICT SETA stakeholders who are
providing training that assists the achievement of the MICT SETA commitments to the
Department of Higher Education and Training.
The purpose of this SDF Reference Manual is to inform the MICT SETA SDFs and employers of:
•
The Mandatory Grant Payment Process, with specific reference to the MICT SETA and its
Online Grant System.
•
Provide new information relating to Discretionary Grants.
Various sources have been used to compile this Reference Manual, including email queries from
SDFs. This document is intended to be a comprehensive reference document that will assist SDFs
with all aspects of the Mandatory and Discretionary Grant Payment Processes, and is intended to
alleviate queries from SDFs.
1.3 Layout of the Reference Manual
This manual is segmented as follows:
Chapter 1:
Provides an introduction to this Reference Manual, important references and a list of
the acronyms used in this document.
Chapter 2:
Provides all the information needed by the organisation and SDF prior to accessing the
MICT SETA Online Grant System where the ATR/WSP data is captured and submitted.
The chapter also presents information on the services that the MICT SETA SSP staff
provides to SDFs in order to assist them.
Chapter 3:
Takes the reader through the process of registering on the On-Line Grant System,
capturing and submitting the ATR and WSP data, and presents the Online Grant
System Utilities that are available to the SDF.
Chapter 4:
Provides the contact details of the MICT SETA SSP staff members that can assist
organisations and SDFs.
Appendix 1:
Provides a template of a typical Letter of Appointment, to be used when an SDF has to
register on the Online Grant System.
1.4 Important References
The following documents are also available on the MICT SETA website, www.mict.org.za.
•
Skills Development Act (No. 97 of 1998) as amended.
•
The Skills Development Levies Act (No. 9 of 1999) (SDLA).
Page 1
•
Regulations published in the Government Gazette, No. 27801. 18 July 2005.
•
Government Gazette Notice No 35940, published on the 3rd December 2012.
1.5 Acronyms and Definitions
The following acronyms are used within this Reference Manual.
Abbreviation
Description
ABET
Adult Basic Education and Training
ATR
Annual Training Report, reflects the actual data for the past year starting 1st April of the
past year to the 31st March of the current year
BBBEE
Broad-Based Black Economic Empowerment
BEE
Black Economic Empowerment
Disability
The Employment Equity Act of 1998 defines people with disabilities as ‘people who
have a long-term or recurring physical or mental impairment that substantially limits
their prospects of entry into or advancement in employment’. Physical impairments
include hearing and visual impairments, paralysis, amputations and problems with
internal organs. Mental impairment includes clinically defined mental and emotional
illnesses and learning disabilities.
DHET
The Department of Higher Education and Training
ICT
Information and Communications Technology
ISDF
Independent Skills Development Facilitator, has the same responsibilities as an SDF
but works as a consultant, i.e. an ISDF is not an employee of the client organisation
IT
Information Technology
L Number
Same as SDL Number, found on your EMP 201 form in your Finance Department or on
the EMP 103 Form
MICT SETA Media, Information and Communication Technologies SETA
NQF
National Qualifications Framework
NSDS
National Skills Development Strategies
NSF
National Skills Fund
OFO
Organising Framework for Occupations
PTR
Pivotal Training Report
SARS
South African Revenue Services
SAQA
South African Qualifications Authority
SDA
Skills Development Act (No. 97 of 1998 ) as amended by the Amendment - Skills
Development Act – 2003 and 2008
SDF
Skills Development Facilitator, someone nominated within the organisation to assume
responsibility for gathering and submitting the ATR and WSP data to a SETA
SDL
Skills Development Levy
SDL Number Skills Development Number, found on your EMP 201 form
SDLA
Skills Development Levies Act (No. 9 of 1999)
SETA
Sector Education Training Authority
SIC
Standard Industrial Classification
SME
Small and Micro Enterprise. Organisations having 49 or fewer employees.
SSP
Sector Skills Plan
the dti
The Department of Trade and Industry
TLS
Training Layoff Scheme
WSP
Workplace Skills Plan, looks forward, covering the period 1st April of the current year to
31st March of the next year
2 Process Information
2.1 Confidentiality
With regards to the data that is collected by the MICT SETA through this Grant Payment Process,
employers and SDFs are assured that all information received is treated with the highest regard for
confidentiality. Data received in this process is aggregated for the purposes of research and
planning.
Page 2
2.2 Legislative Considerations
Organisations are allocated to SETAs based on the Standard Industrial Classification (SIC) code.
This code is usually decided upon by the owners of an organisation at the time of registering the
organisation with the Companies and Intellectual Property Commission (CIPC), previously known as
the Companies and Intellectual Property Registration Office (CIPRO). The SIC code can be found on
your organisation registration documents, as well as in the Online Grant System. For the gazetted full
lists of which SIC codes are handled by each SETA, please visit the following link:
http://www.mict.org.za/inner.aspx?section=10&page=110
Each month, organisations with a total annual payroll of more than R 500,000.00 contribute 1% of
total annual payroll in the form of a Skills Development Levy (SDL) contribution to the Skills
Development Fund, which is administered by the South African Revenue Services (SARS), according
to legislation. This contribution that the organisation makes is reflected on its monthly EMP 201 form,
which also reflects PAYE and UIF paid. The EMP 201 form will be found in the organisation’s
Finance Department.
In order to receive its Mandatory Grant, as well as to gain access to Discretionary Grants each year,
organisations that contribute Skills Development MICT SETA are required to submit an Annual
Training Report (ATR) and a Workplace Skills Plan (WSP) to the MICT SETA. The ATR provides
data relating to the training that was performed by the organisation during the previous year, and the
WSP provides data relating to the training that is intended to be performed by the organisation during
the forthcoming year. These “years” are from 1st April to 31st March.
Upon submission of the ATR and WSP, and provided that the ATR and WSP are approved by the
MICT SETA, the organisation will receive its Mandatory Grant, paid back to the organisation on a
quarterly basis.
As a result of the recently published in Government Gazette Notice No 35940, published on the 3rd
December 2012, there are several changes in the Skills Development Act. Presented in this section
are the clauses extracted from this Government Notice that the MICT SETA feels has a direct bearing
on your organisation. The following should be noted:
•
The Mandatory Grant will, as from 1st April 2013, reduce from 50% of Skills Development Levy
contributions by employers to 20%, as presented in the figure below.
•
The Discretionary Grant funding account will increase from 20% to 49.5%, of which at least
80% must be allocated to PIVOTAL programmes that address scarce and critical skills, as
presented in the figure below.
•
As a “heads-up” for 2014, from 1st April 2014, the ATR/WSP must be submitted by 30 April
each year.
•
In the case of an employer who has a recognition agreement with a trade union or unions in
place, there must be evidence provided that the WSP and ATR have been subject to
consultation with the recognised trade unions and the WSP and ATR must be signed off by
the labour representative appointed by the recognised trade union unless an explanation is
provided.
Page 3
The full gazette can be downloaded from the MICT SETA website at the following link:
As stated in this Government Notice, the definition of ‘PIVOTAL’ is that it is an acronym which means
professional, vocational, technical and academic learning programmes that result in qualifications on
the National Qualifications Framework. The National Skills Development Strategy III, 2011 – 2016,
published by the Department of Higher Education and Training provides more insight into what
PIVOTAL programmes are on page 6 where it states:
“These are programmes which provide a full-occupationally-directed qualification. Such courses will
normally begin in a college or university and would include supervised practical learning in a
workplace as part of their requirement. The courses – especially for workers – could in some cases
start in the workplace and then move to a college or university. The courses would culminate in an
occupational qualification. PIVOTAL courses will normally be offered by arrangement between a
SETA, an education institution, an employer and a learner.”
Further insight is gained on page 13 of this Government Notice in the section entitled “PIVOTAL
Grant”:
“Many of the professional areas of study combine coursework at universities, universities of
technology and FET institutions with structured learning at the workplace. This is achieved by means
of professional placements, work-integrated learning, apprenticeships, learnerships, internships, skills
programmes, and work experience placements.”
PIVOTAL training programmes are directed at both employed and unemployed people.
As will be realised by organisations that have applied for Discretionary Grant funding in the past, the
MICT SETA has in fact been co-funding these types of programmes in the past.
In summary, if your ATR/WSP is approved, the organisation will receive 20% of its levy contribution
back as Mandatory, and can apply for at least a further 49.5% of its levy contribution, of which at least
80% must be for PIVOTAL training. Because not all organisations submit their ATR/WSPs, unpaid
Mandatory Grants are moved to Discretionary, and because not all organisations apply for
Discretionary funding, organisations that do participate in this process can actually apply for and
receive more than the 49.5%.
Page 4
2.3 Training Committee
2.3.1 Introduction
A very important responsibility of the Employer is to ensure the establishment of a Training
Committee for the organisation. Employers with more than 50 employees must establish an inorganisation forum for consultation with regard to skills development. As stated above, in the
case of an employer who has a recognition agreement with a trade union or unions in place, there
must be evidence provided that the WSP and ATR have been subjected to consultation with the
recognised trade unions and the WSP and ATR must be signed off by the labour representative
appointed by the recognised trade union unless an explanation is provided.
2.3.2 Composition of the Training Committee
The Training Committee must comprise three constituent parties, namely the Employer
Representative, the Employee Representative and the SDF. No Employee Representative shall be a
manager. At least one Employee Representative must represent one of the Major OFO codes
presented in the table below, unless there are no employees in the major OFO category.
1
2
3
4
5
6
7
8
MANAGERS
PROFESSIONALS
TECHNICIANS AND ASSOCIATE PROFESSIONALS
CLERICAL SUPPORT WORKERS
SERVICE AND SALES WORKERS
SKILLED AGRICULTURAL, FORESTRY, FISHERY, CRAFT AND RELATED TRADES
WORKERS
PLANT AND MACHINE OPERATORS AND ASSEMBLERS
ELEMENTARY OCCUPATIONS
The Employer Representative must be a manager in the organisation, typically having the title CEO,
CFO, MD, Director, Owner, HR Executive, Senior Manager or Manager.
The Employee Representative must be an employee of the organisation who is nominated or elected
by the employees, and must not be in a management position. It is left to the discretion of the
organisation as to how the Employee Representative is nominated/elected, but must be a Union
member if such a person exists in the organisation. The Employee Representatives must have the
means to communicate with the major OFO category employees of the organisation in order to inform
these employees of the training that has been and will be taking place in the organisation, and must
bring employee queries and suggestions to the Training Committee for discussion/implementation.
The SDF cannot be the Employee Representative.
While there may be several Employer Representatives and several Employee Representatives on the
Training Committee, the number of Employer Representatives must not exceed the sum of the
number of Employee Representatives plus the number of Union Members.
2.3.3 Responsibilities of the Training Committee
Using The South African Labour Market Guide1 as a guide, the MICT SETA will adopt the following as
being the responsibilities of the Training Committee. It should be noted that it is at the discretion of
the Training Committee to place some of these responsibilities partially or wholly on the SDF.
1.
2.
3.
4.
5.
1
Appoint the SDF.
Ensure that the organisation has a Training Policy and that it is in line with the
regulations as laid down by the Skills Development Act.
Ensure that the development and implementation of the Workplace Skills Plan is
aligned to the strategic Mission and Vision of the organisation.
Keep the envisaged training and development of employees in the organisation abreast
with the long-term transformation objectives of the organisation.
Ensure that the Workplace Skills Plan is aligned to the Employment Equity Plan and
Business Plan of the organisation.
Ibid.
Page 5
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
For the benefit of the organisation, take cognisance of BBBEE requirements.
Establish training priorities for the organisation based on its short and long term needs.
Align training to the MICT Sector Skills Plan, learnerships, career pathways, accredited
national qualifications, etc.
Communicate the completed Workplace Skills Plan to other employees in the
organisation.
Monitor the implementation of the Workplace Skills Plan.
Periodically revise the Workplace Skills Plan.
Implement the development of employees in the organisation and the strategies of the
organisation fairly and equally.
Acquire/identify the required resources to evaluate the training programs in the
organisation.
Evaluate the skills development needs of the employees and organisation and
continually evaluate the implementation of identified needs.
Develop and implement external and internal skills development strategies.
Monitor the progress of the skills development of the organisation.
Monitor the implementation of the WSP.
Develop and implement correctional actions where required.
Ensure that the skills needs of the organisation are identified.
Ensure that all staff has been classified according to the Organising Framework for
Occupations.
If required, ensure that that there is a skills performance system in the organisation.
If and where required, ensure that there is an individual development pathway for all
employees, as well as the skills requirement and learning pathway.
Where applicable, ensure that a portfolio of evidence has been developed for all
employees that receive training in the organisation.
Ensure that at least all of the Mandatory Grant is spent on skills development.
2.4 The Role and Responsibilities of an SDF
In the skills development process, an SDF is required. Only one SDF OR one ISDF is allowed per
organisation. If more than one SDF is required in an organisation, the organisation must decide who
the main SDF is and that person will take responsibility of capturing the data. For additional SDFs,
please refer to Section 2.13.9 on page 22.
The SDF will be someone nominated by the organisation to assume responsibility for gathering and
submitting the ATR and WSP data to a SETA, prior to midnight 30th June each year, as per
legislation.
Some of the following responsibilities of the SDF have been borrowed from The South African Labour
Market Guide2. While this guide presents a large number of responsibilities, the MICT SETA will
adopt the following as being the responsibilities of the SDF:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Chair the Training Committee.
Be a non-voting member of the Training Committee.
Be a training committed leader and lead the process of organisational skills
development and employee development.
Ensure that there is equal employer – employee representation on the Training
Committee and at Training Committee meetings.
Ensure that at least four Training Committee meetings are held each year, one in each
quarter.
Facilitate the development of employees in the organisation.
Act as SDF administration and check all SETA documentation before submitting.
Advise the organisation on the implementation of the WSP.
Advise the organisation on the quality assurance requirements of the relevant SETA.
Serve as contact person between the organisation and the SETA.
2
The South African Labour Market Guide, “Skills development: A Comprehensive Guide“, Stephan du Toit, Managing
Director of Stephan du Toit and Associates, http://www.labourguide.co.za/general/skills-development-a-comprehensiveguide-603
Page 6
11.
12.
13.
Complete the ATR/WSP Report accurately and submit it to the correct SETA, before
the deadline.
Ensure that the non-ATR/WSP data (organisation contact details, SDF details, etc.) in
the Online Grant System is kept up to date at all times.
Monitor the Grants and Levies form in the MICT SETA Online Grant System every
month to ensure that your organisation’s levies are being shown in the system, and that
the MICT SETA is paying the organisation its Mandatory Grant every quarter.
The SDF shall have a degree or CA qualification, or have at least completed a unit standard based
SDF certificate. If the SDF has a degree or CA qualification, the unit standard based SDF certificate
is not a requirement. The SDF qualifications (Degree, CA qualifications, SDF certificate) must be
uploaded into the MICT SETA Online Grant System, in the SDF form, before midnight 30th June 2013.
The MICT SETA does not provide a sponsored external (Independent) SDF for an organisation that
does not have a “qualified” SDF. In this instance, the organisation should appoint an ISDF as outlined
in Section 2.5 below.
The MICT SETA does not sponsor this training.
If the SDF has done the unit standard based SDF certificate and has lost the certificate, the SDF must
contact the training provider concerned or the ETDP SETA (Tel: (011) 372 3300,
Fax: (011) 453 5379, TOLL Free No: 0800 ETDP 73, http://www.etdpseta.org.za/live/).
This unit standard based certificate requires the SDF to produce a portfolio of evidence in order to
qualify for the certificate. This course takes three to four days to do, plus the SDF then has to
complete the portfolio of evidence. Note that this is not the same as the workshops held by the MICT
SETA every February where we inform you of the latest criteria and show you how to capture data on
our Online Grant System.
The portfolio of evidence, based on the experience of MICT SETA staff, must be submitted within four
months.
For training providers that may offer these courses, please visit
http://www.skillsportal.co.za/page/training/training_organisations/assessor_moderator_sdf_etdp/index
Note that the MICT SETA cannot recommend one training provider over another.
2.5 Use of an ISDF
If your organisation prefers to use the services of an ISDF instead of having its own internal SDF, a
downloadable list of MICT SETA approved ISDFs will be found on the MICT SETA website at the
following link:
2.6 Submission Criteria for Mandatory Grant Payments
People often ask the question “I have spent an X amount in training, how much can I claim from the
SETA?” Please note that the Mandatory Grant Payment Process does not involve claiming expenses
for training from a SETA. It is simply a mechanism to receive the Mandatory Grant back.
Employers who meet the following criteria will qualify for SETA Mandatory Grants for the submission
of ATRs and WSPs.
2.6.1 Legislated Criteria
A SETA may not pay a Mandatory Grant to an employer who is liable to pay the skills development
levy in terms of Section 3(1) of the Skills Development Act, unless the levy paying employer:
1.
2.
3.
4.
Has registered with the Commissioner [of SARS] in terms of section 3(1) of the Skills
Development Levies Act (SDLA);
Has paid the levies directly to the Commissioner in the manner and within the time
period determined in section 6 of the Skills Development Levies Act;
Is up to date with levy payments to the Commissioner at the time of approval and in
respect of the period for which an application is made;
Has submitted an ATR and WSP as contemplated in section 4(1) that contributes to the
relevant SETA SSP within the timeframes prescribed in regulation 4(2) and 4(3).
Page 7
5.
6.
7.
With effect from 1 April 2013, has submitted and implemented its workplace skills plan
for the previous financial year to the extent that it satisfies the criteria for
implementation that must be established and approved by the SETA Accounting
Authority based on guidelines provided by the Department; and
In the case of an employer who has a recognition agreement with a trade union or
unions in place, there must be evidence provided that the WSP and ATR have been
subjected to consultation with the recognised trade unions and the WSP and ATR must
be signed off by the labour representative appointed by the recognised trade union
unless an explanation is provided.
Where a newly registered organisation with SARS joins the MICT SETA, this
organisation has six months, from date of registration with SARS, to submit its
Workplace Skills Place (WSP) to the MICT SETA. Please refer to Section 2.13.5 on
page 22.
2.6.2 MICT SETA Criteria
Note that the MICT SETA has adopted a policy of providing support to learners who are of the age 30
and younger.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
SDFs must have created their 2013/14 ATR/WSP report in the Online Grant System by
no later than midnight 30th April 2013. Thereafter, communiqués from the MICT SETA
will only be communicated to those organisations that have created this report by this
time.
No MICT SETA assistance will be provided on OFO codes after 31st May 2013.
The ATR/WSP report data must be submitted into the Online Grant System before
midnight 30th June 2013. The only exception to this is where the ATR and WSP is
submitted by a newly registered organisation, in which case this must be done within 6
months of organisation registration as indicated on the CIPC Organisation Registration
Form, and only the WSP is submitted in the first year.
No paper submissions will be accepted.
The offices of the MICT SETA will close at 4pm on Friday 28th June 2013. No MICT
SETA assistance will be provided after this time.
There will be no extensions provided for late submissions.
The WSP must contain at least one training intervention.
The SDF shall have a degree or CA qualification, or have at least completed a unit
standard based SDF certificate. If the SDF has a degree or CA qualification, the unit
standard based SDF certificate is not a requirement. The SDF qualifications (Degree,
CA qualifications, SDF certificate) must be uploaded into the MICT SETA Online Grant
System, into the SDF form, before midnight 30th June 2013. For further details, please
consult Section 2.4 on page 6.
The SDF must upload a copy of his/her I.D. into the MICT SETA Online Grant System,
into the SDF form, before midnight 30th June 2013.
If the organisation is new to the MICT SETA or has changed its banking details, the
employer must provide original banking details to the MICT SETA before 4pm on
Friday 28th June 2013. The provision of banking details can take the form of:
1. An original cancelled cheque. (Not a copy). This is a cheque that torn out of the
organisation’s chequebook, two diagonal lines are drawn across the cheque and
“Cancelled” is written between the two lines. Note that the organisation name on
this cheque must be the same as the organisation name shown in the Organisation
Details form (see Section 3.5.1 on page 38). If the organisation’s registration
number appears on the cheque, this number must also be the same as the number
shown in the Online Grant System. Note that the MICT SETA cannot change the
data presented under the Department of Higher Education and Training Data
column.
2. An original letter from your bank or a copy thereof that has been certified by a
Commissioner of Oaths. As an alternative to providing an original cancelled
cheque, an original letter from your bank (or a copy thereof that has been certified
by a Commissioner of Oaths) can be provided. This letter must be on the
letterhead of the bank, must be stamped by the bank, and must reflect the
organisation’s name and registration number. Once again, the organisation name
Page 8
on this letter must be the same as the organisation name shown in the
Organisation Details form (see Section 3.5.1 on page 38), and the organisation’s
registration number must also be the same as the number shown in the Online
Grant System. Note that the MICT SETA cannot change the data presented under
the Department of Higher Education and Training Data column.
3. If the name/registration number of the organisation on the original cancelled
cheque or original bank letter is not the same as the organisation name shown in
the Online Grant System, the Change of Name certificate (or certificates) which
relates the organisation name shown in the Online Grant System to the
organisation name on the cheque or bank letter must be provided.
4. Please then send this documentation by registered mail or courier only to:
Janine Du Plessis CA (SA),
Deloitte Consulting Pty Ltd,
Riverwalk Office Park, Block B,
41 Matroosberg Road,
Ashlea Gardens X6,
Pretoria,
0081
Please ensure that the L number is stated on this documentation, as well as the
contact details of someone in the organisation in case Deloitte need to query
something.
In case of delivery problems, please retain the tracking number.
11.
12.
13.
If the name of the organisation is not the same as the name of the organisation shown
in the Online Grant System, the Change of Name certificate (or certificates) which
relates the name of the organisation shown in the Online Grant System to the name of
the organisation on the cheque or bank letter must also be uploaded into the “WSP &
ATR Forms”, “Upload Documents” section of the Online Grant System (see Section
3.5.6.5 on page 44).
The organogram of the organisation must be uploaded into the “WSP & ATR Forms”,
“Upload Documents” section of the Online Grant System (see Section 3.5.6.5 on page
44) before the 30th June 2013. This organogram need not be detailed, but must show
at least the names and positions of the people listed in the “Organisation Contacts”
form, the “Training Committee” form, as well as the SDF or ISDF.
The fully completed and signed Authorisation Form (available from the link
http://www.mict.org.za/inner.aspx?section=3&page=122) must be uploaded into the
“WSP & ATR Forms”, “Upload Documents” section of the Online Grant System (see
Section 3.5.6.5 on page 44) before the 30th June 2013. In particular:
•
The name of the organisation on the Authorisation Form must match the as the
name of the organisation shown in the Online Grant System. If the name of the
organisation has changed and the organisation wishes to place the new name on
the Authorisation Form, the Change of Name certificate (or certificates) which
relates the name of the organisation shown in the Online Grant to the new name of
the organisation must be uploaded with the Authorisation Form into the “WSP &
ATR Forms”, “Upload Documents” section of the Online Grant System (see Section
3.5.6.5 on page 44). Note that the MICT SETA cannot change the data presented
under the Department of Higher Education and Training Data column.
•
The L number of the organisation on the Authorisation Form must be correct.
•
The Name, ID Number and Position of the Authorised Signatory must be the details
of one of the management people captured in the “Organisation Contacts” form in
the Online Grant System that is authorised to sign on behalf of the organisation.
The Name of the Authorised Signatory must not be the name of the organisation.
Except in the case of organisations having 49 or fewer employees, the SDF cannot
be the Authorised Signatory.
Page 9
•
This is not a requirement for organisations with 49 or fewer employees. For
organisations with 50 or more employees, the Name, ID Number and Position of
the Employee Representative must be the details of one of the Training Committee
employee members captured under the “Training Committee” form in the Online
Grant System. In the instance where there is Union representation, the Union
Representative shall be the Employee Representative signatory. Where there is
more than one Union within the organisation, this form must be modified to
accommodate all Union members as signatories. Should this modification extend
to more than one page, all signatories shall initial all pages.
•
The Name and ID Number of the SDF must be as reflected under the “SDF” form in
the Online Grant System.
•
All parties shall sign their full signature and date the Authorisation Form.
Failure to comply with these criteria will result in the organisation losing its Mandatory Grants and the
SETA sweeping all the levy contributions of the organisation into the Discretionary Grant pool. This
means that the organisation will lose its Mandatory Grant.
Please file all documentation for audit purposes.
2.6.3 ATR/WSP Approval
SDFs will be informed by a system generated e-mail when the ATR/WSP submission has been
approved. The SDF can also check this status in the system (see Section 3.5.6 on page 41).
Approval implies that the MICT SETA is happy with the data/documents submitted by the SDF, and
will be paying the Mandatory Grant back to the stakeholder organisation. The MICT SETA will also
consider sponsoring the organisations on discretionary training programmes.
2.7 Use of the Mandatory Grant
Some SDFs have queried what the penalties/consequences are if the organisation does not spend
the Mandatory Grant on skills development. At present there are no consequences, but the MICT
SETA is reviewing this stance. The MICT SETA obviously does not look at this favourably. The
question we would ask is “What is the intention/purpose of an organisation receiving Mandatory
Grants if it is not going to use this Grant to develop skills, which is the whole purpose of this
process?” The MICT SETA would be better positioned using this Mandatory Grant (transferring it to
Discretionary) to assist those organisations that view this process in a more serious light.
2.8 Suggested ATR/WSP Submission Project Plan
Note that many SDFs leave the data capture to the last minute. Inevitably, each year, about twothirds of all submissions happen in the last week of June. This not only proves somewhat hectic for
the SSP staff who are trying to help people with difficulties, but there have also been several
instances where SDFs have experienced difficulties in submitting on time, resulting in their
organisations losing their Mandatory Grants. Furthermore, our service provider that houses the
Online Grant System has several other SETAs as clients, so towards the end of June, there are many
SDFs making use of this system, which can cause the system to slow down.
Presented below is a small project plan that may assist you in not leaving things too late. Note that
the project plan suggests that SDFs should submit their ATR/WSP by mid-June.
Page 10
Activity
Attend the MICT SETA Road Shows
Register as an SDF with the MICT SETA
Register Associates with the MICT SETA
Compile a list of all employees
Allocate OFO codes to all employees
Ensure that all OFO codes have been to all employees
Use ATR/WSP template to gather skills development data
from relevant company managers
If more than one ATR/WSP templates completed,
consolidate into one template
Ensure that the ATR/WSP Report has been created in the
Online Grant System
Enter ATR/WSP data Online
All relevant required parties to sign off and submit Online
Feb-13
Mar-13
Apr-13
May-13
Jun-13
2.9 The Organising Framework for Occupations (OFO)
2.9.1 Overview of the Structure of the Organising Framework for Occupations (OFO)
The OFO has been introduced to simplify and standardise the categorisation of occupations. The
OFO is a skill-based coded classification system, which encompasses all occupations in the South
African context. The structure of the OFO is presented in the figure below.
With reference to the figure above, note that occupations are categorised according to Major Group
(one digit code), Sub-Major Group (two digit code), Minor Group (three digit code), and Unit Group
(four digit code). Occupations (six digit code) are subdivisions of the unit groups and can further be
broken down into specialisations or jobs.
An example of this structure is shown in the figure below.
No other Minor Groups in this instance
Page 11
As will be noted from both figures above, occupations are further segmented into “Jobs” or
“Specialisations”. Hence, it is important to note that a ‘job/specialisation’ and ‘occupation’ are not
the same. The following definitions are applied:
•
“Occupation” is seen as a set of jobs or specialisations whose main tasks are
characterised by a high degree of similarity.
•
“Job/Specialisation” is seen as a set of roles and tasks designed to be performed by
one individual for an employer (including self-employment) in return for payment or
profit.
The occupations identified in the OFO therefore represent a category that could encompass a
number of jobs or specialisations.
Occupations are further classified according to skill level, used in the context of competency. The
four skill levels adopted by the MICT SETA are Learner/Trainee, Junior/Novice, Intermediate and
Senior/Expert.
2.9.2 NQF Levels versus Secondary and Tertiary Education System
The following table will assist in providing a cross-reference between NQF Levels and academic
qualifications.
NQF LEVEL
10
9
8
7
6
5
4
3
2
1
BAND
QUALIFICATION TYPE
Post-doctoral research degrees
Doctorates
Masters degrees
Professional Qualifications
HIGHER EDUCATION AND
Honours degrees
TRAINING
National first degrees
Higher diplomas
National diplomas
National certificates
FURTHER EDUCATION AND TRAINING CERTIFICATE
Grade 12 (Matric), National certificates
FURTHER EDUCATION
Grade 11, National certificates
AND TRAINING
Grade 10, National certificates
GENERAL EDUCATION AND TRAINING CERTIFICATED
GENERAL EDUCATION
Grade 9
ABET Level 4
AND TRAINING
Professional qualifications include qualifications that are not formally obtained through the DoE or
DHET educational system, such as CISCO certification.
2.9.3 Classification of Personnel into OFO Occupations
In 2013, we are using OFO Version 2012 for the ATR and for the WSP.
The starting point is to first classify all personnel into the various OFO occupations. There are two
approaches that can be used. Note that you should not go by the organisation’s job title when
determining the OFO occupation of the person. You need to assess what the person actually
does. The OFO classifications are available in the form of an Excel file available under the link
http://www.mict.org.za/inner.aspx?section=3&page=122.
As an example where job titles can be misleading, when looking at a Chartered Accountant, an
Accountant, an Assistant Accountant and an Accountant Assistant, the first three would be classified
under Accountant, but an Accountant Assistant is actually a clerk.
Another example relates to Managers. The question to ask is “How much management does this
person actually do”. We think this question probably applies more to BBBEE than to the ATR/WSP,
because when the BBBEE inputs and the WSP/ATR inputs from employers are compared, large
discrepancies are being found.
Where a person has a wide range of tasks, making it difficult to allocate an OFO code, the SDF needs
to decide which is the more dominant/important role, and allocate an OFO accordingly.
Page 12
Regarding learners or trainees, an OFO code must be allocated because these people must be
viewed as studying towards an occupation.
Where a person is promoted or changes occupation (particularly when classifying learners), it is
important to review and change the OFO classification.
The two approaches that can be used are:
•
Using a top-down approach to find the relevant OFO occupation. Starting at OFO Level 1,
decide which category the person is positioned in, and then work down through the structure.
•
Using the Excel OFO file on your dashboard to find the relevant OFO occupation. When using
this file, make use of Excel's "Find" function to search on keywords (or parts of keywords) to
find the most suitable OFO code. Also think of alternative titles because the file may not have
all titles. For example, if you are looking for a procurement officer, search on “procure” and
also search for “buyer”.
If you cannot find an appropriate OFO code for a person in your organisation, please email the job
description, with an indication of who the person reports to and who reports to this person, to the
appropriate MICT SETA staff member.
2.9.4 Requesting a New OFO Code or a Change to an OFO Code
If you cannot find an OFO Code that adequately describes the occupation you require, please
download the “OFO Change Request Template” from the link
http://www.mict.org.za/inner.aspx?section=3&page=122, complete the form, and then email it to the
appropriate MICT SETA staff member. Note that this form caters for applying for new OFO Codes, as
well changes or additions to existing OFO Codes.
2.9.5 Description of the OFO and Scarce and Critical Skills
Definition of Scarce and Critical Skills
The following definitions of Scarce and Critical Skills apply:
SCARCE SKILLS refer to those occupations (positions in the organisation) in which there are a
scarcity of qualified and experienced people, currently or anticipated in the future, either (a) because
such skilled people are not available or (b) they are available but do not meet employment criteria.
This scarcity can arise from one or a combination of the following, grouped as relative or absolute:
Absolute scarcity: suitably skilled people are not available, for example:
A new or emerging occupation, i.e. there are few, if any, people in the country with
the requisite skills (qualification and experience) and education and training providers
have yet to develop learning programmes to meet the skills requirements.
Firms, sectors and even the country are unable to implement planned growth
strategies and experiencing productivity, service delivery and quality problems directly
attributable to a lack of skilled people.
Replacement demand would reflect an absolute scarcity where there are no people
enrolled or engaged in the process of acquiring the skills that need to be replaced.
Relative scarcity: suitably skilled people available but do not meet other employment
criteria, for example:
1. Geographical location, i.e. people unwilling to work outside of urban areas.
2. Equity considerations, i.e. there are few if any candidates with the requisite skills
(qualifications and experience) from specific groups available to meet the skills
requirements of firms and enterprises.
3. Replacement demand would reflect a relative scarcity if there are people in education
and training (formal and work-place) who are in the process of acquiring the
necessary skills (qualification and experience) but where the lead time will mean that
they are not available in the short term to meet replacement demand.
CRITICAL SKILLS, on the other hand, refer to specific key or generic and “top up” skills within an
occupation. In the South African context there are two groups of critical skills:
Page 13
a) Key or generic skills, including (in SAQA-NQF terminology) critical cross-field
outcomes. These would include cognitive skills (problem solving, learning to learn),
language and literacy skills, mathematical skills, ICT skills and working in teams.
b) Particular occupationally specific “top-up” skills required for performance within that
occupation to fill a “skills gap” that might have arisen as a result of changing
technology or new forms of work organisation.
Both scarce and critical skills must be identified at the occupational level, with scarce skills being
considered against the occupation itself and critical skills being reflected as specific skills within the
occupation.
Identifying Scarce Skills against Current Occupations
Scarce and critical skill shortages are identified by gathering and analysing information in respect of:
1. Hard-to-fill vacancies or long-term vacancies: The South African average across
occupations is around 56 days from advertisement to appointment. This is in sharp
contrast to the USA norm, which is around 30 days, differences in labour legislation and
practices notwithstanding. Organisations must report possible scarcity when they have
been unable to fill a position and that position has been advertised as vacant for more
than 3 months / 60 working days and where the reasons for not being able to fill the
position reflect or are related to one of the following:
a. No appropriately qualified people available, e.g. new occupation, new
qualification required.
b. No appropriately experienced people available, e.g. qualification available but
experience and application in the work place is a key employer requirement.
c. No appropriately qualified and/or experienced people available from target
groups e.g. women mining engineers.
2. Sourcing skills from outside of the country: Where there is hard or anecdotal
evidence that key employers in the sector are recruiting skilled workers outside of the
country to fill specific occupations.
3. Higher wages: Where there is hard or anecdotal evidence that the lack of skilled people
has resulted in skilled workers demanding higher wages or employers paying a premium
for skill.
4. Lower productivity levels: Where enterprises or sub-sectors are reporting that scarce
or critical skills shortages are being reflected in lower quality, productivity or service
delivery measures. For example, there is greater wastage, more machine down time,
more mistakes, greater need for supervision, more work having to be done over to
correct mistakes.
5. Lower productivity growth: Where within enterprises, sub-sectors, sectors and even
nationally there is less expenditure on innovation, R&D, less product or service value
added.
2.10 The MICT SETA CV Database
With regard to your organisation requiring skilled people, please note that the MICT SETA has a
database of unemployed persons. Please use this online database to see if you can utilise any of
these people.
To use the online database, go to the following link,
http://www.mict.org.za/cv_database/companylogin.aspx?section=11&page=100, then register yourself
and you will immediately gain access. There is a search engine to assist you. If you experience any
difficulties with this system, please contact Ernest Nemugavhini, Learnership Data Administrator,
011 207 2633 or [email protected].
2.11 Types of Training Interventions
There is often confusion over the definition of the different types of learning programmes that the
SETA has traditionally been involved with. The following definitions are provided.
Page 14
2.11.1 Definition of a Learnership
A Learnership results in a qualification. It is a work-place education and training programme
comprising of both structured practical workplace (on-the-job) experience (70% of the content) and
structured theoretical training (30% of the content) conducted against registered Unit Standards at an
Accredited Training Institution. The duration of a Learnership is approximately twelve months.
2.11.2 Definition of an Internship
An Internship is a programme designed to give tertiary graduates and University of Technology
learners an opportunity to extend/obtain their academic qualifications with structured workplace
exposure and specialised training. Participants are placed on a full-time basis, generally for a period
of six to twelve months, in stakeholder companies and government organisations, the purpose of
which is to provide the learner with workplace experience that builds on the qualification or assists in
completing the qualification. Either employed or unemployed persons can get involved in an
Internship. The Internship usually involves just the learner, who is a potential employee to a
company, and the potential employer. Taking note of the learner’s level of education, capabilities and
experience, the employer or training provider defines the workplace programme that must be
completed for the learner to obtain the required skills for the work to be performed.
2.11.3 Definition of a Skills Programme
A Skills Programme is conducted against registered Unit Standards at an Accredited Training
Institution, and the training programme must include a workplace component. It does not result in a
full qualification, but the accumulation of credit-bearing Skills Programmes may lead to or contribute
towards a full qualification.
2.11.4 Definition of a Short Course
Short Courses have no workplace training component and may or may not include training that is
aligned to unit standards. Likely examples include:
1.
2.
3.
4.
5.
6.
7.
Courses on soft skills such as performing presentations, conflict management,
negotiation, etc.
Internal training hosted by one of your staff.
Internal training hosted by an external trainer.
e-Learning courses.
Driver’s license.
Product Specific Training.
Organisation Specific Training.
Note that evidence must be kept to confirm that this training took place. Evidence would include the
agenda for the training, the signed attendance register reflecting start and end times, credits against
registered unit standards (in some instances), etc.
The following points, raised by SDFs in the past, may also assist:
•
•
•
•
•
Can we include the training intervention and associated costs of a sibling of an employee?
Yes, but make a note of this in the “Comments” field. The sibling should also be listed as
“Unemployed” by your organisation.
Can teambuilding be reported as a learning intervention? No. The employees may come
away from such an event with a greater sense of team camaraderie and willingness to work
better together, but it is unlikely that they learn new skills that would beneficial to their
occupation.
We have an employee who is studying his diploma in Electrical Engineering. He works for us
for 6 months and then studies for 6 months. Would this be considered a learnership or
internship? The 6 months he works for you would be viewed as workplace experience in
support of his studies. This should be viewed as internship.
What would our assisted study employees be considered as? Many of them are studying
towards a higher diploma or degree. Allocate these costs to bursaries, as long you are not
claiming the bursaries back from the learner.
Can vac students be included? No.
Page 15
•
How do we factor online training in? With regard to the cost of the software and hardware, talk
to your finance department to find out how much has been written off in the past year, or will
be written off in the next year, and use that as the cost. We suggest that this training belongs
in (dti, BBBEE) Category F (Occupationally-directed instructional programmes), and in terms
of the DHET definitions it would be a short course, the description being “Any learning or
development programme that may or may not lead to credits towards an NQF registered
qualification”, classroom or simulated or classroom and simulated. No workplace component.
Table 1 below provides a detailed definition of the various learning programmes as per the dti
Learning Programme Matrix and the DHET Appropriate Learning Strategies.
Table 1: Types of Training Interventions
DHET Type of
Learning Programme
DHET
NQF dti Type of Learning
AbbreProgramme
Level
viation
Post-Doctoral Research
Ed
Degree
Doctorate
Ed
Masters Degree
Ed
Professional
Ed
Qualification
National First Degree (4
years) (No Workplace
Ed
Experience)
Honours Degree (No
Ed
Workplace Experience)
National First Degree (3
years) (No Workplace
Ed
Experience)
Higher Diploma (No
Ed
National Diploma (No
Ed
National Certificate (No
Ed
ABET (No Workplace
Ed
Experience)
Higher Diploma (With
TQ, TP
National Diploma (With
TQ, TP
National Certificate
(With Workplace
Experience)
Internship
TQ, TP
I
Articles
A
Licensing requirements
L
Learnerships
Apprenticeships
(Section 13)
Page 16
Ls
Ap
Description
Learning Site
Learning Achievement
10
9
8
7
7
7
6
A. Institution-based
theoretical instruction
alone – formally
assessed by the
institution
Classroom based theoretical
knowledge provided by an
Classroom
institutional provider, such as
based
universities and colleges,
schools, ABET providers
Recognised theoretical
knowledge resulting in
the achievement of the
qualification issued by an
accredited or registered
formal institution of
learning
6
5
5
1-4
6
5
5
5+
1-8
B. Institution-based
theoretical instruction
as well as some
practical learning with
an employer or in a
simulated work
environment –
formally assessed
through the institution
Mixed mode delivery. General
theoretical knowledge
provided by an institutional
provider, such as universities
and colleges, schools, ABET
providers, and supervised
experiential learning with an
appropriate employer or
simulated work environment
Structured learning in the
workplace with mentoring or
coaching. A workplace or
C. Recognised or
registered structured practical component is
experiential learning required.
in the workplace that
is required after the
A workplace or practical
achievement of a
component is required in
qualification –
addition to a general
formally assessed by theoretical knowledge based
a statutory
qualification (institutional
occupational or
provider) in order to obtain
professional body
registration as a professional
or licensed to practise
Mainly
classroom
based but
includes
simulation and
may include
workplace
learning
A compulsory
workplace
component
Recognised theoretical
knowledge and workplace
experience with set
requirements resulting in
the achievement of the
qualification issued by an
accredited or registered
formal institution of
learning
Occupational or
professional knowledge
and experience formally
recognised by the SETA
Occupational or
A compulsory or and experience formally
recognised through
statutory
registration
workplace
component of a Occupational or
qualification
and experience formally
recognised through
licensing
Theoretical knowledge
and workplace learning,
Institutional instruction
D. Occupationallytogether with structured,
resulting in the
directed instructional
Mainly
supervised experiential
achievement of a SAQA
and work-based
workplace
learning in the workplace. An
registered qualification, a
learning programme
based but
occupationally directed
certificate or other similar
includes
that requires a formal
programme resulting in a
occupational or
contract – formally
classroom
registered qualification and
professional qualification
assessed by an
learning
that requires an agreement
issued by an accredited
accredited body
and/or contract
or registered formal
institution of learning
DHET Type of
Learning Programme
DHET
NQF dti Type of Learning
AbbreLevel
Programme
viation
Skills Programmes
SP
Short Courses
SC
Workshop
Seminar
CPD
CPD
Conference
CPD
Work experience for
unemployed graduates
(in scarce skills)
WE
Description
Learning Site
Structured, supervised
experiential learning in the
workplace which may include
E. Occupationallysome institutional instruction.
An occupationally directed
and work-based
programme, which is
learning programme
Workplace and
presented by an accredited
that does not require
classroom
provider and when completed
a formal contract –
will constitute a credit towards
formally assessed by
an NQF registered
an accredited body
qualification. Workplace and
some institutional as well as
ABET providers.
Classroom or
Any learning or development simulated or
programme that may or may classroom and
not lead to credits towards an simulated. No
NQF registered qualification workplace
F. Occupationallycomponent.
programmes
Formal venue
with programme
Structured information sharing
or agenda. No
or direct instruction
workplace
component.
Informal training. Work
G. Work-based
experience provided by a
Workplace only
informal programmes workplace for unemployed
graduates (in scarce skills)
Learning Achievement
Credits awarded for
registered unit standards
Continuing professional
development, completion
or attendance certificates
and credits against
registered unit standards
(in some instances)
Increased understanding
of job and work context or
improved performance or
skills
2.12 Expenses that may be included in the ATR/WSP
2.12.1 Introduction
Prior to obtaining and completing the details for the Training Interventions, it is important that SDFs
have an understanding of what costs can be included.
2.12.2 BBBEE Considerations
In defining the costs that can be included in the ATR and WSP, the MICT SETA has decided to adopt
the dti’s definition of costs associated with Broad-Based Black Economic Empowerment (BBBEE)
measurement of the Skills Development Element. The following is extracted from Government
Gazette 29617 of 9 February 2007, “BBBEE Codes of Good Practice”, in particular, “Code Series
400” clauses 3.2 to 3.7. These clauses are stated exactly, but MICT’s comments are added in Bold
Italics.
3.2
Expenses on scholarships and bursaries for employees do not constitute Skills Development
Expenditure if the organisation can recover any portion of those expenses from the employee or if the
grant of the scholarship or bursary is conditional. Despite the aforegoing, if the right of recovery or
the condition involves either of the following obligations of the employees, the expenses are
recognisable:
3.2.1 The obligation of successful completion in their studies within the time period allocated, [i.e.
the learner must complete his/her studies within the allocated time. This clause has probably
been included because many organisations contract the learner such that if the learner fails,
the learner is responsible those costs, hence there is no cost to the organisation] or
3.2.2 The obligation of continued employment by the organisation for the period following successful
completion of their studies is not more than the period of their studies [i.e. if the organisation
contracts the learner to work for the organisation for the same period equivalent to the period
of study, the cost of study is deemed an acceptable cost to the organisation].
3.3
Any Skills Development Expenditure by an organisation that is an ABET programme is
recognisable at a multiple of 1.25 to the actual value of such Skills Development Expenditure [In the
case of reflecting ABET costs in the WSP or ATR, the SDF is required to determine your costs
(budget), multiply it by 1.25, and provide the resulting figure. In other words, the MICT SETA
will assume that the data provided by the SDF has been factored up. Also note that, in terms
of the MICT SETA, the terms of this clause also apply to End-User Computing.
3.4
Skills Development Expenditure includes any legitimate expenses [including training
expenses of training done outside of South Africa] incurred for any Learning Programme offered
Page 17
by an organisation to its employees evidenced by an invoice or appropriate internal accounting
record.
3.5
Skills Development Expenditure arising from Uncertified Learning Programmes or from
Category G Learning programmes under the Learning Programmes Matrix cannot represent more
than 15% of the total value of Skills Development Expenditure [With regard to your the MICT SETA
WSP/ATR, include the full 100%].
3.6
Legitimate training expenses include:
3.6.1
3.6.2
3.6.3
3.6.4
3.6.5
3.6.6
3.6.7
Costs of training materials
Costs of trainers
Costs of training facilities including costs of catering
Scholarships and bursaries
Course fees
Accommodation and travel and
Administration costs such as the organisation of training including where appropriate
the cost to the organisation of employing a skills development facilitator or a training
manager.
3.7
Salaries or wages paid to an employee participating as a learner in any Learning Programme
only constitute Skills Development Expenditure if the Learning Programme is a Learnership or falls
within category B, C or D of the Learning Programme Matrix, shown in the table aboveprovides a
detailed definition of the various learning programmes as per the dti Learning Programme Matrix and
the DHET Appropriate Learning Strategies.
2.12.3 The MICT SETA Perspective
SDFs are to adopt the following principles and practices:
1.
2.
3.
4.
5.
Page 18
Only actual or planned direct costs are to be provided in the ATR/WSP. Therefore:
a)
Opportunity costs are excluded.
b)
All funds that are acquired from sources external to the organisation (e.g. MICT
SETA, Job Fund, etc.) are excluded.
c)
If the organisation recovers any portion of the expenses from the employee
(e.g. loan to learner), the recovered portion of expenses are excluded.
d)
If the funding grant to the learner is conditional, these expenses are excluded,
except:
• Where the learner completes his/her studies within the allocated period,
these expenses are included. (Conversely, if the learner fails and has to
pay these costs back to the organisation, these expenses are excluded).
• If the learner must work for the organisation for the same period
equivalent to the period of study, these expenses are included.
e)
Where the organisation funds a learner and the learner fails, without the learner
having to reimburse the organisation, this cost is included.
f)
Where the organisation funds a learner and the learner fails and the
organisation funds the learner rewriting, without the learner having to reimburse
the organisation, this cost is included.
All actual and planned costs are to include VAT.
Legitimate training expenses (as above) are:
a)
Costs of training materials
b)
Costs of trainers
c)
Costs of training facilities including costs of catering
d)
Scholarships and bursaries
e)
Course fees
f)
Accommodation and travel and
g)
Administration costs such as the organisation of training including where
appropriate the cost to the organisation of employing a skills development
facilitator or a training manager.
The expenses of an organisation on ABET or End-User Computing programmes must
be included at a multiple of 1.25 to the actual value.
Training expenses of training done outside of South Africa are included.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Only expenses that can be supported with evidence (e.g. an invoice, appropriate
internal accounting record, verifiable calculation of internal trainer’s hourly rate) are to
be included.
Despite BBBEE requiring that expenses from Uncertified Learning Programmes or from
Category G Learning programmes in the Learning Programmes Matrix (Work
experience for unemployed graduates) should not represent more than 15% of the total
value of expenses, your ATR/WSP must include the full 100%.
No salaries and wages of learners are to be included except:
a)
If the Learning Programme is a Learnership.
b)
If the Learning Programme falls within category B, C or D of the Learning
Programme Matrix, i.e.:
i.
Higher Diploma (With/requiring Workplace Experience)
ii.
National Diploma (With/requiring Workplace Experience)
iii.
National Certificate (With/requiring Workplace Experience)
iv.
Internship
v.
Articles
vi.
vii.
Apprenticeships (Section 13)
Include your organisation’s actual costs in the ATR for training learners against whom
your organisation is contributing SDL levies.
Include your organisation’s budgeted costs in the WSP for training learners against
whom your organisation is contributing or intends contributing SDL levies.
The costs of the SDF’s time involved in the skills development process (and ISDF
expenses) are included. If not split across all training interventions, this cost can be
included in the “Total Actual Expenses” and “Total Budgeted Cost”. See Section
3.5.6.4 on page 44.
Where internal training is performed, use the trainer’s hourly rate multiplied by the
number of hours of training for the course to determine the cost.
If there are no costs associated with the training, capture the training intervention data
and reflect a cost (budget) of R 0.00.
If you are funding a learning programme that spans the 31 March/1 April point in time,
the question is “What belongs to the ATR and what to the WSP”. Look at this in terms
of what the organisation has paid for or is committed to. “Paid for” obviously belongs in
the ATR. If the organisation has committed up front to funding a training intervention,
part of which must be paid in the “New Year”, be it to the learner or through agreement
with the training provider or internal HR/accounting policy, these costs belong in the
ATR. This is likely to be the case for learnerships, internships, skills programmes, and
University of Technology and University qualifications and bursaries.
Note though, regarding degrees, diplomas and bursaries that span more than one year,
these should be treated on a year-by-year basis. So, for example, if your organisation
decides to sponsor a student to do a three-year degree, and assuming that this
commitment was made in September last year, the first-year costs would go into the
ATR, and only the estimated second –year costs would go into the WSP.
If not “committed”, you need to pro-rata the costs, allocating a portion to the ATR and a
portion to the WSP. In this case, you would declare the same training intervention in
both the ATR and in the WSP, but the sum of the actual cost and budgeted cost would
equal the total cost of the training intervention. This is more likely to happen with one
person going on say three courses, one or two being conducted in the “New Year”.
15.
16.
E-Learning. In this case, if there were/will be costs associated with the purchase of
any specialised software and hardware specifically to be used for the purposes of
training, contact your Finance Department and ask them to inform you what the value
of these costs will be written off for the year, and use that amount.
Some international organisation use guidelines on how to calculate the cost of training,
based on their own research and experience, and apply this across all their
international branches/partners. As long as the relevant evidence can be provided, this
approach is acceptable.
Page 19
If there are other costs not included above that you are unsure of, please contact the appropriate
MICT SETA staff member.
Please retain records of your cost determinations in case the MICT SETA audits your
organisation or requires them for verification with the Auditor General.
2.13 MICT SETA SSP Staff Support
2.13.1 Communication with the MICT SETA
All communication with the MICT SETA SSP staff must occur
•
through the approved registered SDF,
•
via email, and
•
the email must have the L number of the organisation in the Subject line of the email.
And no correspondence from SDF Associates please.
2.13.2 The MICT SETA SSP Division Service Levels
Regarding SDF procedural queries and complaints, assistance to register and approval thereof,
assistance with Inter-SETA transfers and registration of new organisations, the MICT SETA SSP staff
will strive to resolve these issues within 8 working hours. In some instances, time to resolve will be
beyond our control, for example where we are dependent on SARS and the DHET in some
processes.
With regard to SDF technical queries and complaints, the MICT SETA SSP staff will strive to resolve
these issues within 24 working hours.
2.13.3 Assistance with OFO Codes
The MICT SETA is happy to assist with a few codes that an SDF is having difficulty with, but not with
occupations where it is known that the occupation can be identified fairly easily. If you cannot find an
appropriate OFO code for a person in your organisation, please email the job description, with an
indication of who the person reports to and who reports to this person, to the appropriate MICT SETA
staff member.
2.13.4 Inter-SETA Transfers
2.13.4.1
Background
An Inter-Seta Transfer (IST) is the process of transferring an organisation from one SETA to another.
The transfer may be done under any of the following circumstances:
The Organisation has been incorrectly registered with the SETA as the main business activity does
not match the industrial scope of the SETA.
The main business of the enterprise has changed since the previous registration with SARS and now
better suits the industrial scope of another SETA.
The employer falls within the jurisdiction of more than one SETA, and the employer’s application to
transfer to the new SETA is motivated by:
• the composition of the workforce,
• the amount of remuneration paid or payable to the different categories of
employees; and
• the training needs of the different categories of employees.
2.13.4.2
Inter-Seta Transferring Process
If you are transferring into the MICT SETA, you need firstly to contact CIPC (012 394 9500,
http://www.cipc.co.za/) to change your SIC code to one of MICT SETA’s SIC codes which are
legislated, as mentioned in Section 2.2 on page 3 above. The list of MICT SETA SIC codes, in a file
titled “MICT SETA SIC codes”, can be found under the following link:
Should the organisation wish to move from another SETA to the MICT SETA, an IST-01 form must be
completed and submitted to the SETA that the organisation is currently registered with. If you wish to
Page 20
move out of the MICT SETA to another SETA, the IST-01 form must be completed and submitted to
the MICT SETA. The IST-01 form can also be found at the link above.
Once received, the SETA will approve the application if it feels that the request is justified, and
forward the signed application to the Department of Higher Education & Training (DHET). The DHET
then verifies the request and submits the form to the South African Revenue Services (SARS) who
will ultimately process the change. Note that this process will take about three months.
It is ultimately the responsibility of the transferring organisation to ensure that it is registered with the
correct SETA and to monitor the process through to completion. Nevertheless, if this process is
taking beyond three months, the SDF can email the appropriate MICT SETA SSP staff and we will
enquire on the status of the transfer.
When transferring into the MICT SETA, after the IST-01 has been signed by the SETA from which the
organisation is transferring, the SDF must request a scanned copy of the signed IST-01 from that
SETA. The SDF should then enquire, on a monthly basis, via email with the appropriate MICT SETA
SSP staff as to whether the organisation has appeared in the MICT SETA Online Grant System. A
scanned copy of this signed IST-01 form must be attached to the email.
When the SDF has been informed that the organisation has appeared in the MICT SETA Online
Grant System, the SDF must register as the appointed SDF of the organisation, using the process
explained in Section 3.2 on page 30.
If the ATR/WSP of the organisation was submitted to and was approved by the SETA from which the
organisation was transferring and wants to continue receiving its Mandatory Grant for the year, the
SDF must email the appropriate MICT SETA SSP staff with evidence that this was the case. When
the SDF has been informed that the organisation has appeared in the MICT SETA Online Grant
System, the SDF must request that the system be opened so that the SDF can capture the WSP only
for this year. On successful submission of this WSP and on the SDF informing the appropriate MICT
SETA SSP staff member that the WSP has been successfully submitted, the MICT SETA will
consider the approval of the WSP so that the organisation will now receive its Mandatory Grants from
the MICT SETA.
Please also refer to Section 2.13.4.4 below.
2.13.4.3
Implications on the Payment of Mandatory Grants
As indicated above, the Inter-Seta transfer process takes about three months. While the organisation
is still with the previous SETA, that SETA will continue to pay the Mandatory Grant until transfer is
effected. Once effected, the relevant levy contributions of the organisation will be transferred to the
MICT SETA, and after approval of the WSP submitted in the MICT SETA Online Grant System, the
MICT SETA will continue to pay the Mandatory Grants for the remainder of the financial year, on a
quarterly basis, as explained in Section 2.14 on page 23.
2.13.4.4
Assistance with Temporary L Numbers
Where it appears that the Inter-Seta Transfer may be effected during the ATR/WSP Report
submission period, there is often concern as to which SETA the SDF should submit. Ideally, the InterSeta Transfer Process should be performed during the period June to December, in which case the
SDF should submit to the SETA from which the organisation is transferring, and follow the process
explained above.
If the SDF wants to start the process between January and May, the SDF will still have to submit to
the SETA from which the organisation is transferring (as a precaution against losing the next year’s
Mandatory Grant), but will also have to submit to the MICT SETA. In this instance, the SDF must
email the L number of the organisation to the appropriate MICT SETA SSP staff member who will
arrange for a temporary L number (a T number) for the organisation under which the SDF will be able
to capture the ATR/WSP data as though the organisation is a fully-fledged MICT SETA stakeholder,
abiding by the information provided in this document.
The SDF must enquire, on a monthly basis, via email with the appropriate MICT SETA SSP staff as to
whether the organisation has appeared under its own L number in the MICT SETA Online Grant
System. When the SDF has been informed that the organisation has appeared in the MICT SETA
Online Grant System under its own L number, the SDF must request that the T number data be
transferred to the L number.
Page 21
Note that the MICT SETA cannot pay Mandatory Grants against the T number.
2.13.5 Newly Registered Organisations
Where a newly registered organisation with SARS joins the MICT SETA, this organisation has six
months, from date of registration with SARS, to submit its Workplace Skills Place (WSP) to the MICT
SETA. Only the WSP must be completed for the first year.
The SDF should enquire, on a monthly basis, via email with the appropriate MICT SETA SSP staff as
to whether the organisation has appeared in the MICT SETA Online Grant System. A scanned copy
of the organisation’s SARS registration document (EMP103) must be attached to the email. When
the SDF has confirmed that the organisation has appeared in the MICT SETA Online Grant System,
the SDF must request that the system be opened so that the SDF can capture the WSP only. On
successful submission of this WSP and on the SDF informing the appropriate MICT SETA SSP staff
member that the WSP has been successfully submitted, the MICT SETA will approve the WSP so
that the organisation will now receive its Mandatory Grants from the MICT SETA.
2.13.6 Registered Organisations not allocated to a SETA
There are instances where an organisation realises that it is not allocated to a SETA, or is not aware
of what SETA it belongs to and wants to start participating in the skills development process. In this
case, the organisation must email the appropriate MICT SETA staff members its SDL number or
PAYE number as per your EMP 201 form available from your Finance Department. These numbers
have the format “SDL Number: Lxxxxxxxxx”, “PAYE Number: 7xxxxxxxxx”, where “x” is a numeric.
Where the organisation is not associated with any SETA, the organisation needs follow the Inter-Seta
Transfer process described in Section 2.13.4 on page 20, and email the IST-01 to the appropriate
MICT SETA SSP staff member.
2.13.7 Companies that have skipped a Year in Submitting
Organisations that submit for the first time, or have skipped a year, only submit the WSP.
2.13.8 Listing yourself as an Approved MICT SETA ISDF
ISDFs wishing to list themselves in the ISDF Database must email a copy of their degree/CA
qualification/SDF certificate and curriculum vitae to the appropriate MICT SETA staff member, with
the following additional details:
First Name:
Surname:
Phone:
Cell:
Fax:
Email:
Suburb:
Town/City:
Province:
If approved, the ISDF details will be added to the ISDF Database.
If these details need to be updated at any stage, please email the appropriate MICT SETA staff
member.
Please note that the MICT SETA has been requested to provide the contact details of its
stakeholders, be they levy-paying or not. We view all data provided to us, including contact details,
as being strictly confidential, so unfortunately we cannot assist. We place the ISDF Database on our
website for these stakeholders to utilise.
2.13.9 Registering “SDF Associates”
SDF Associates used to be known as “Secondary SDFs” in the old system.
SDF Associates are people that can gain access to the organisation’s data on the MICT SETA Online
Grant System, but they do not have “write” or “edit” access like the SDF. Instead, they only have
“read-only” access. SDF Associates must follow the same registration process as SDFs, as
described in Section 3.2 on page 30.
Page 22
2.13.10
Technical Queries Regarding the Online Grant System
If you encounter a technical problem with the MICT SETA Online Grant System, please take a
screenshot (by holding down the “fn” key and pressing the “prt sc” key) of the screen where the
problem occurs, pasting it into an email, and send this with a short description of the problem to the
appropriate MICT SETA SSP staff member. Your query will then by logged with our Online Grant
System service provider and we will keep you informed of developments. Please first refer to
“Troubleshooting”, Section 3.7 on page 56.
2.13.11
Participation Confirmation Letters
Occasionally when organisations bid on government contracts, they are requested to provide a letter
confirming that they are contributing Skills Development Levies and/or that their ATR/WSP has been
approved by their SETA. Please email this request to the appropriate MICT SETA SSP staff member.
2.13.12
Grant Payment Queries
Please see Section 4.2 on Page 57.
2.13.13
SDF Telephonic and/or Person-to-Person Training
The MICT SETA offers telephonic and/or person-to-person training on the Online Grant System to
new SDFs. Should you feel you need such training, please contact one of the MICT SETA SSP Staff
via email.
2.13.14
Linking of Organisations
Where there is more than one organisation in a group of organisations, SDFs sometimes prefer to
submit one ATR/WSP report for all these organisations rather than submit a report for each individual
organisation. In this instance, the SDF needs to identify which organisation is the parent and request
the MICT SETA to link the remaining “children” to the parent. Subsequent ATR/WSP Reports will
then be captured and submitted under the parent’s L number.
Skills development levy contributions can still be contributed to each L number if you wish because
once the parent is approved, Mandatory Grants will be paid to all L numbers that have contributed.
The request for linking of the L Numbers must be emailed to the appropriate MICT SETA staff
member.
2.13.15
SDF Training Workshops
Once a year, usually around February, the MICT SETA conducts a series of workshops in Gauteng,
Durban, East London/Port Elizabeth and Cape Town. At these workshops, SDFs are guided through
the latest version of the Online Grant System, as well as addressing any other queries or concerns
that SDFs may have. SDFs will be informed of these events via email. SDFs and other interested
personnel in the MICT SETA stakeholder organisations are encouraged to attend these workshops.
2.13.16
Courseware Offered by Training Providers
The MICT SETA has a list of the MICT SETA-accredited training providers on its website at
www.mict.org.za, under the “Accreditation/Assessment” link. If you are looking for any particular
courseware, it is suggested that you contact these training providers. The MICT SETA cannot be
seen to be supporting any one particular training provider.
2.14 Mandatory Grants and Mandatory Grant Payment Schedule
A Mandatory Grant is a reimbursement on a levy contributed by the organisation. It is not viewed as
income to an organisation and therefore is not taxable.
The MICT SETA does not provide statements. Please refer to the Grants and Levies form in the
Online Grant System for any required evidence.
The following figure illustrates the MICT SETA grant payment schedule, based on quarterly
payments. The MICT SETA disburses Mandatory Grant payments in:
•
September based of the organisation skills development levy contributions received by the
SETA from DHET/SARS for the period 1st April to 30th June,
Page 23
•
in December based of the organisation skills development levy contributions received by the
SETA from DHET/SARS for the period 1st July to 30th September,
•
March based of the organisation skills development levy contributions received by the SETA
from DHET/SARS for the period 1st October to 31st December, and
•
June based of the organisation skills development levy contributions received by the SETA
from DHET/SARS for the period 1st January to 31st March.
Note that the MICT SETA year starts on the 1st April.
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
SDFs submit ATR/WSP
The MICT SETA does final approval
of submitted ATRs/WSPs
The MICT SETA pays grants based
on ATR/WSP approval
on ATR/WSP approval
on ATR/WSP approval
on ATR/WSP approval
The details of what levy contributions have been made by the organisation and what Mandatory
Grants the MICT SETA has paid to the organisation are available in the Online Grant System, as
explained in Section 3.5.8 on page 46.
Mandatory Grant payments will only be made if the SETA has approved the WSP, and banking
details are in order.
Note that Discretionary Grants will be paid as outlined in the SLA between the MICT SETA and the
organisation. The details of Discretionary Grant transactions are not, at this stage, presented in the
Online Grant System.
2.15 Information on MICT SETA Scarce and Critical Skills
Should you require information regarding the Critical and Scarce Skills in the MICT SETA Sector,
please download our Sector Skills Plan from the following link:
http://www.mict.org.za/downloads/MICT_SETA_Sector_Skills_Plan_2013_2018,_November_2012_V
ersion,_v1p3.pdf
2.16 Applying for Discretionary Grant Funding
2.16.1 Introduction
As indicated above, 50% of the levy contribution from employers is allocated to the Discretionary
Fund. This money is utilised at the discretion of the SETA to sponsor learning programmes with
employers who request sponsorship and who intend conducting learning programmes that support
the strategy of the SETA.
A Discretionary Grant is a reimbursement on a levy contributed by the organisation. It is not viewed
as income to an organisation and therefore is not taxable.
2.16.2 The 2013/18 Strategy of the MICT SETA
A summary of the MICT SETA 2013/18 NSDS III strategic goals that relate to Discretionary funding
are:
1.
2.
3.
4.
5.
6.
7.
Page 24
FET learners supported through bursaries.
Universities and Universities of Technology learners supported through bursaries.
Middle level skills programmes implemented.
Learner progression implemented through Learnerships including townships and rural.
Students supported through internship programmes of which at least 70% placed.
Work experience offered to college learners through Internship programmes.
Provision of quality short courses agreed by top 10 MICT stakeholders in each
subsector.
8.
9.
10.
11.
12.
Provision of quality skills programmes agreed by top 10 MICT stakeholders in each
subsector.
Short course projects in place to address specific sector skills gaps.
Skills programme projects in place to address specific sector skills gaps.
Skills development with SMEs through internship/learnership programmes.
Skills development with selected trade unions, NGOs and community-based
organisations expanded through partnership NSF funding.
2.16.3 The Discretionary Grant Evaluation Committee and Process
The MICT SETA has a Discretionary Grant Evaluation Committee (DGEC) comprising the Senior
Managers of the Learning Programmes Division, the Quality Assurance Division and the Sector Skills
Planning (SSP) Division. When required for auditing purposes, the Senior Manager of the Monitoring
and Evaluation Division is also in attendance. The DGEC evaluates all Letters of Intent (a proposal
from the employer requesting sponsorship). If recommended for approval by the DGEC, this
recommendation is forwarded to the CEO of the MICT SETA who will usually approve the request for
sponsorship. Once approved by the CEO, the Learning Programmes Division will compile a draft
Service Level Agreement based on the content of the Letter of Intent, and email it to the applicant.
This process takes about one month.
Based on whether the employer wants some changes to the SLA, the final draft of the SLA is signed
by the MICT SETA representative and the employer SLA representatives, then returned to the MICT
SETA. This process usually takes about one month.
2.16.4 Criteria for Applying for a Discretionary Grant
The DGEC uses the following criteria to assess whether to recommend the Letter of Intent (LOI).
1.
2.
3.
4.
5.
6.
7.
8.
9.
The details specified on the LOI are correct in terms of the employer’s data that the
MICT SETA has within its system (e.g. name of the applying employer and L number
are the same as that in the Seta Management System).
The ATR/WSP of the applying employer has been approved by the MICT SETA.
The training specified in the LOI is the same as has been specified in the WSP, and is
it related to and has been specified as a PIVOTAL learning programme (in the case of
the 80% of funding that the MICT SETA must allocate to Discretionary) and/or as a
Scarce or Critical Skill.
The application must relate to the MICT SETA’s Equity targets, namely Black 85%;
White 15%; Female 54%; People with Disability 4%.
The employer has been/is contributing levies to the MICT SETA.
The number of unemployed learners that the employer intends training must amount to
no more than 20% of its own staff complement? Employers conducting the End-User
Computing learnership are exempt from this condition.
The organisation has achieved at least a 70% placement on the previous MICT SETA
sponsored learning programmes. Employers conducting the End-User Computing
learnership are exempt from this condition.
The training provider that the employer intends using has been accredited (applicable
only for learnerships and skills programmes).
The LOI carries the signature of the SDF of the applying employer.
The DGEC also uses the following considerations to assess whether to recommend the Letter of
Intent. Including comments on the following in the motivation section of your LOI would assist in this
regard.
10.
11.
What other training has been specified in its WSP, and what additional LOIs is the
employer likely to submit to the MICT SETA for further Discretionary funding?
What is the total budget specified in the WSP, how does this relate to the anticipated
Mandatory Grant that the organisation will receive back during the year, and how much
of this LOI training could be covered by the Mandatory Grant? In reviewing the
Mandatory Grant, if, for example, the employer applies in April to June (the MICT
SETA’s new financial year), the MICT SETA would review the previous year’s levy
contributions to estimate what Mandatory Grant is likely to be received by the
employer, but the employer must commit to including the training interventions applied
for in the forthcoming June submission. Also, if, for example, the employer applies in
Page 25
January to March for the forthcoming year, the employer must again commit to
including the training interventions applied for in the forthcoming June submission.
2.16.5 Applying for Discretionary Grant
No employer should start any training before the SLA is signed by all relevant parties. As
implied above, at least two months should be planned for the application process, from date of
submission to the MICT SETA through to the signing of the SLA.
Employers wishing to apply for sponsorship can do so at any time during the year.
Employers can apply for only one type of learning programme per LOI. The SLA will similarly be for
one type of learning programme only. The types of learning programmes are learnerships,
internships, skills programmes, full tertiary qualifications and short courses. Also, if the employer
intends applying for funding for say two different learnerships and two different internships, this will be
done through separate LOIs – four LOIs in this case.
Note that in the past, the MICT SETA has taken the view that short courses should be funded by the
organisation from its Mandatory Grant – this may be reviewed since the Mandatory Grant has
dropped to 20% of levy contributions.
Employers can submit an LOI for a training programme even if a current programme that is being
sponsored by the MICT SETA has not yet concluded.
To apply for learning programme sponsorship, organisations must download the Letter of Intent from
the MICT SETA website (follow the link - http://www.mict.org.za/inner.aspx?section=5&page=69),
complete it and submit it to The Senior Manager, Learning Programmes Division,
[email protected].
2.16.6 Discretionary Grant Amounts
The following table presents a summary of the learning programme costs that the MICT SETA uses in
conjunction with its evaluation and recommendation of the LOI to the CEO.
Type of
Programme
Learnership
Internship
Skills Programme
Short Course
Bursary
Training Grant
Allowance per Learner
per Learner
R 35,000.00 R18,0000/12=R 1,500.00 per month
R 28,000.00 R42,000/12=R 3,500.00 per month
R 38,000.00
R 0.00
Note that VAT is not applicable to the grants or allowances.
Page 26
2.16.7 Discretionary Grant Disbursements
2.16.7.1
Learnership (including AET [ABET] and End-User Computing) and
Bursaries
Activity
First
Disbursement
Disbursement
Split
30%
•
•
Second
Disbursement
20%
•
•
•
•
•
Third
Disbursement
20%
•
•
•
Fourth
Disbursement
•
•
30% Allowances •
15% Grant
•
•
Fifth
Disbursement
15% Grant Only
•
•
Programme
Termination
•
2.16.7.2
Activity
First
Disbursement
Learnership Agreements, Fixed Employment Contracts and ID Copies.
Programme Roll-Out Plan (Programme Plan with Activities Schedule per units
standard).
Uploading learners details on MICT SETA MIS Systems.
1st Invoice, with cancelled organisational blank cheque.
List and details of selected learners.
1st Quarterly Progress Report, based on approved roll-out plan, as per clause 7.
Site Visit report by MICT SETA (Uploading of Learner assessment results on MICT
SETA MIS Systems).
2nd Invoice.
2nd Quarterly Progress Report, based on approved roll-out plan, as per clause 7.
Site Visit report by MICT SETA. (Uploading of Learner assessment results on
MICT Seta MIS Systems).
3rd Invoice.
3rd Quarterly Progress Report, based on approved roll-out plan, as per clause 7.
MICT SETA MIS Systems).
4th Invoice.
Uploading of Learners Assessments on MICT SETA MIS Systems and Submission
of Moderation reports.
Verification report and Quality Assurance approval by the MICT SETA ETQA, for
Learners’ certification.
Full comprehensive progress report with students’ database, including their
contacts details.
The Programme impact analysis, which will include learners’ employment status
upon completion of Learnerships.
Internship Programme
Disbursement
Split
30%
Second
Disbursement
20%
Third
Disbursement
20%
Fourth
Disbursement
Required Items
30%
Required Items
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Internship Agreements, Fixed Employment Contracts and ID Copies.
standard).
Site Visit report by MICT SETA.
2nd Invoice.
Site Visit report by MICT SETA.
3rd Invoice.
Site Visit report by MICT SETA. 4th Invoice.
Completion Report.
Final Report.
Page 27
2.16.7.3
Activity
Skills Programme
First
Disbursement
Disbursement
Split
30%
•
•
Second
Disbursement
20%
•
•
•
•
•
Third
Disbursement
20%
Fourth
Disbursement
15%
•
•
•
•
•
•
•
•
Fifth
Disbursement
15%
•
Required Items
Skills Programme Agreements, Fixed Employment Contracts and ID Copies.
standard).
Site Visit report by MICT SETA (Uploading of Learner assessment results on MICT
SETA MIS Systems).
2nd Invoice.
3rd Invoice.
4th Invoice.
Uploading of Learners Assessments on MICT SETA MIS Systems and Submission
of Moderation reports.
Verification report and Quality Assurance approval by the MICT SETA ETQA, for
Learners’ certification.
The MICT SETA does provide discretionary funding for short courses. Please contact the Senior
Manager: Learning Programmes for further information if required.
2.17 Monitoring and Evaluation
The ATR/WSP report is approved based primarily on the signed Authorisation Form. This does not
mean that the data provided is necessarily correct. We cannot verify the submitted data unless we
have audited your organisation, and we do not have the resources to audit all (1200) organisations.
In the past, we have imposed the qualification criteria on the ISDFs that are listed in our database, but
left it to the organisations to decide if their SDF is employed by the organisation. Based on those that
we have audited though, there are several that are not taking the submission of correct data seriously.
As one means of improving the data we receive, we therefore decided to impose the same
qualifications criteria across all SDFs as well.
Each year, the MICT SETA will be conducting an audit on a sample of organisations submitting
ATR/WSP reports, the purpose being to check your data and review the progress of your training.
Please keep all your working documents and (copies of) invoices on training expenses.
The MICT SETA’s Monitoring and Evaluation Division, headed up by Ms Sekgana Makgoba
([email protected]), performs the auditing function. The purpose of this division is to
monitor and evaluate a wide range of aspects such as:
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Further information can be found on the MICT SETA website at
Issues that have been identified to date include:
1. Organisations unable to account for the mandatory grants spending (no financial records on
implemented training).
2. Rushed and inaccurate WSP resulting in a Plan that is not implementable.
3. Under reporting in the ATR regarding training implemented.
4. Organisations recording induction as training (in some cases even as skills programmes).
5. Poor skills development information management (record keeping).
6. Accuracy of WSP/ATR information as it informs the SSP and MICT SETA Strategy.
7. Lack of consideration on equity when allocating mandatory grants.
8. Some ISDFs not cooperating closely with their employers resulting in some employers
disputing WSP/ATR content (even though they have duly signed).
9. SDFs not providing feedback on MICT SETA information sessions resulting in employers
being uninformed.
10. Most companies not having Training Committees (or effective Training Committees) even
though they employ 50+ employees.
11. WSPs submitted without consultation with the Training Committee members.
12. ISDFs aloof and not part of Training Committee meetings.
2.18 Training Layoff Scheme
If you intend taking advantage of the Training Layoff Scheme (TLS), you need to apply to the CCMA
(CCMA Call Centre: 0861 16 16 16 or e-mail [email protected]).
The CCMA will provide you with the application form which you need to complete and submit to the
CCMA.
The CCMA will assess and approve the TLS application and recommend to the National Skills Fund
(NSF) and the SETA for the TLS process to be implemented.
The NSF will pay the allowance and the SETA will pay for the Training Cost, unless the SETA has no
funds to pay for the Training Cost, in which case you can then apply to the NSF for the training funds.
3 The MICT SETA Online Grant System
3.1 Introduction
The web-based Online Grant System has been designed to assist SDFs in capturing and submitting
the ATR and WSP Report data electronically.
Internet Explorer 9 (only), Firefox, Waterfox and Google Chrome can all be used to access the
MICT SETA Online Grant System, but there is the odd quirk with Firefox, Waterfox and Google
Page 29
Chrome so if you have difficulties, please try Internet Explorer 9. Note that if you use Internet
Explorer 8, there are also some quirks.
The MICT SETA Online Grant System is available all year around, except for the ATR and WSP
Reports form, which is only available from the 1st April to 30th June each year.
When an organisation changes its SDF or any organisation and training committee contact details,
the SDF is required to have the information on the MICT SETA Online Grant System
amended/updated.
The MICT SETA Online Grant System (OGS) goes live on the 1st April each year. If the OGS goes
Online earlier or later, SDFs will be informed via email.
Note that the ATR reflects the actual data from 1st April 2012 to the 31st March 2013, whereas the
WSP looks forward, covering the period 1st April 2013 to 31st March 2014.
3.2 Registering with the MICT SETA as an SDF
If you have already registered with the MICT Seta as an SDF, please proceed to Section 3.3.
New SDFs are required to first register on the MICT SETA Online Grant System. If you are replacing
a previous SDF, the previous SDF will be automatically removed.
Prior to registering on the On-Line Grant System, the SDF must:
• Scan a copy of your I.D. book with “ID [First Name] [Second Name].yyy” as the file name.
• Compile a letter of appointment, on the letterhead of the client organisation that the SDF is
representing. An example of this letter is provided in Appendix 1. The letter of appointment
must contain the newly appointed SDF contact details and I.D. Number, and must confirm
that he/she has been appointed by the organisation. This letter must be signed by either/or
the M.D, the Finance Director or the Human Resource Director. Once the SDF has this letter,
the SDF must scan the letter and rename it without changing the suffix (.yyy) of the file name
to “Letter of Employment Lxxxxxxxxx.yyy” (where “Lxxxxxxxxx” is the L number of the
organisation.
• Scanned copies of your qualifications renamed “Qualification x [First Name] [Second
Name].yyy”, as mentioned in Section 2.6.2 on page 8.
Please keep the size of these files to below 400k. This can be done by changing the resolution on the
scanner.
These files must be saved on your computer in order to upload it into the On-Line Grant System as
part of the registration process described below.
The SDF can also email the MICT SETA Skills Advisors for assistance. See Chapter 4 for contact
details.
First time SDFs must go to the MICT SETA website: www.mict.org.za, then click on “SDF Login”
which is (will be) situated in the top right hand corner.
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The user will then be transferred to the Online Grant System Logon page, as presented below.
Click on “Register” and you will be presented with the following screen.
Select the appropriate radio button and click “Register”. The following screen is presented.
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Complete all the fields. Note the following:
•
•
Disability Status has the following options:
o None
o Sight (even with glasses)
o Hearing (even with a hearing aid)
o Communication (talking, listening)
o Physical (moving, standing, grasping)
o Intellectual (difficulties in learning); retardation
o Emotional (behavioural or psychological)
o Multiple
o Disabled but unspecified
Unless you enter a postal code that spans a couple of provinces, “Postal Province” will
automatically be presented by typing in the four-digit postal code. In cases where the postal
code spans a couple of provinces, all provinces associated with that postal code will be
presented, in which case you must select the correct one in the dropdown.
Click the “Save and Proceed to Step 2” button and you will be presented with the following screen.
At this point, (assuming your email address above is correct), you will receive a system-generated
email indicating that you are registered and giving you your username and password, but you will not
need it at this stage because the MICT SETA must still “approve” you as the SDF.
Click on “Link Organisation Details” and the following screen appears:
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Type in the L number of your organisation then click “Search”. The following screen will appear.
Click the “Select” tickbox, then click the “Link Organisation Details” button. The following screen
appears.
Now to upload your Letter of Appointment for the organisation. Click “Select”, and the following
screen appears.
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Click “Select File”. Windows Explorer will appear. Search for and click on the file “Letter of
Appointment Lxxxxxxxxx.yyy”, then click “Open” in Windows Explorer. The file to be uploaded will
appear below “Select File”. Click “Upload”.
The document will upload.
Now you have to upload a copy of your I.D. and qualifications. Click “Upload Documents” in the left
hand menu, and the following screen will appear.
Click “Select File”. Windows Explorer will appear. Search for and click on the file “ID [First Name]
[Second Name].yyy”, then click “Open” in Windows Explorer. The file to be uploaded will appear
below “Select File”. Click “Upload”.
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The document will be uploaded.
Similarly, upload the file “Qualification x [First Name] [Second Name].yyy”.
If you wish, you can view and edit your personal details by clicking on “Person Details” in the left-hand
menu. Click on “Edit” top right hand corner to edit your details.
To complete the registration process, please click on “Complete SDF Registration” in the left hand
menu.
Note the message “Please note that when the 'Complete SDF Registration' button is clicked you will
be redirected to the Login Page. Access to Indicium on the SDF Role will be granted once this
registration information has been approved”.
Please then email the appropriate MICT SETA SSP staff member (see Chapter 4 for contact details)
and inform this person that you have completed the registration process.
Please also file these documents away in case the MICT SETA requests to view them in the future.
3.3 Accessing the MICT SETA Online Grant System
3.3.1 The Need to Access the MICT SETA Online Grant System
SDFs will need to access the MICT SETA Online Grant System for the following purposes:
1.
2.
3.
4.
To obtain the latest status of the ATR/WSP Report.
To maintain the “Organisation Info” data whenever changes with or in the organisation occur.
To capture the ATR and WSP data into the system.
To check the levies that the organisation has contributed and the Mandatory Grants that the
organisation has received.
3.3.2 Logging into the MICT SETA Online Grant System
To log into the MICT SETA Online Grant System, go to the homepage of the MICT SETA:
www.mict.org.za. Click on “SDF Login” in the top right hand corner as indicated below.
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The user will then be transferred to the Online Grant System Logon page, as presented below.
Enter your username and password, and click ‘login”. If you have forgotten your login details, please
click on “Forgot Password” in the screen shown above. An email will be sent to you with this
information. You will be requested, on a monthly basis, to change your password.
The following screen will appear.
Click on “Skills” in the top left hand corner.
3.4 Accessing an Organisation in the MICT SETA Online Grant System
When you login, the following screen will appear.
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To find your company (companies), click on “Organisation” in the left hand menu. You can either type
in the name of the organisation or the L number of the organisation to access the organisation, or you
can click “Search”, in which case the full list of companies for which you are responsible as SDF will
be presented as shown below.
Click on the appropriate organisation name/L number. The selected row will highlight, then click on
the magnifying symbol to the right hand side. The following screen for this organisation will be
presented. You can now capture and edit data for this organisation (see the following Section). The
SDF is responsible for ensuring that the following forms are always up to date throughout the year:
•
•
•
•
Organisation Details
Organisation Address
Organisation Contact
Training Committee
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3.5 The MICT SETA Online Grant System Forms
3.5.1 The “Organisation Details” Form
The first six fields in the form above are provided by SARS via DHET. The MICT SETA cannot
change this data. The SIC Code presented above must be one of the SIC Codes listed in the list of
MICT SETA SIC codes, in a file titled “MICT SETA SIC codes”, can be found under the following link:
The name (and Organisation Registration Number) must correspond with banking details and
Authorisation Form that are submitted to the MICT SETA if your organisation is new to the MICT
SETA or has changed its name, as per section 2.6.2 on page 8.
If you feel any of the data in the first 6 fields is incorrect, please contact CIPC or SARS.
Check the data in the remaining fields.
Note the “Confirm Details” at the bottom of the screen. This field is set to [blank] when the system
opens on or about the 1st April each year. The SDF will, prior to being able to create a new ATR/WSP
report for the new year, have to check that all the details presented on this form are correct. Go into
“Edit” (top right hand corner) to make the relevant changes. Whether there are changes to be made
or not, you will have to go into “Edit” mode and select “Yes” for the “Confirm Details” dropdown, then
click “Save”. If you omit to capture a compulsory field, the system will indicate the field when you click
“Save”.
This form is available throughout the year to SDFs. If any changes occur, please update this form as
soon as the changes occur.
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3.5.2 The “Organisation Address” Form
As in the case of “Organisation Details”, note the “Confirm Details” at the bottom of the screen. This
field is set to [blank] when the system opens on or about the 1st April each year. The SDF will, prior to
being able to create a new ATR/WSP report for the new year, have to check that all the details
presented on this form are correct. If all details are correct, select “Yes” for the “Confirm Details”
dropdown, then click “Save”. If you omit to capture a compulsory field, the system will indicate the
field when you click “Save”.
Note that when the postal code is entered, the system will automatically presents the correct
Province. Also, a tick box is available if the postal address is the same as the physical address.
This form is available throughout the year to SDFs. If any changes occur, please update this form as
3.5.3 The “Organisation Contact” Form
This screen is for SDFs to capture people that could be a point of contact for the MICT SETA. Please
make sure that at least two people are added to the contacts list, and must not include the SDF’s
details. Please ensure that the contact people are aware that their details have been added to the
database. You can capture as many people as you like, but the contact people must be managers
only, as indicated below. You will not be able to create a new ATR/WSP report for the new year
unless at least two contact people are captured in this form.
To add an organisation contact, click “Create Organisation Contact”.
The types of managers that must be included are:
•
•
•
•
•
•
CEO,
CFO,
COO,
Director,
Financial Manager,
Manager,
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•
•
•
MD,
Owner, and/or
Training Manager,
as presented in the “Organisation Designation” dropdown.
Note that “Cell Number” is not compulsory.
Two points must be noted here:
•
In the past, in some instances, the SDF has allocated his/her email address to the
organisation contact. This must be corrected this year, failing which this year’s submission will
be rejected.
•
In some instances, the SDF has listed the contact details of someone who is not a manager,
but has presented the person as having a manager’s organisation designation. This must be
corrected this year, failing which this year’s submission will be rejected.
Once all the details are captured, click “Save”. If you omit to capture a compulsory field, the system
will indicate the field when you click “Save”.
If you want to edit or remove a contact from the list, click on the relevant contact, then click “Edit
Organisation Contact” or “Remove Organisation Contact”.
3.5.4 The “Training Committee Member” Form
This form is available throughout the year to SDFs. If any changes occur, please update this tab as
The Training Committee Member form (above) is very similar to the Organisation Contacts form in
look and feel. The Training Committee form applies only to organisations having 50 or more
employees. Enter the names and contact details of the Training Committee members, as specified
in Section 2.6.2 on page 8.
3.5.5 The “Approved SDFs” Form
This form displays all past and the current SDF of the organisation. There are no edit capabilities
available.
Note that the following changes in the “SDF Role” column will still be made to this form:
•
•
•
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“Primary” will be replaced with “SDF”.
“Secondary” will be replaced with “SDF Associate”.
“Contract” will be replaced with “ISDF”.
3.5.6 The “WSP & ATR” Forms
The “Financial Year …. Create” section in the top left-hand area of the screen is only active when a
new form needs to be created for a new SDL year. The dropdown for “Financial Year” will show
“1 April 2013 – 31 March 2014”. Select this and click “Create”. After a couple of minutes, the new
report will appear below.
The Print Reports option is available in the top left hand area of the screen, and allows you to print the
forms that you have completed by clicking on the icon.
To view and complete (or print) an ATR/WSP Report, first select the relevant report displayed below.
Note the “WSP Status” column which reflects the current status of the ATR/WSP report.
Click on the approriate year period, then click “View Forms”.
Note that you can move back to, for example, “Organisation” by clicking here.
3.5.6.1 The “ Employment Profile” Form
Each and every employee as at 31st March 2013 must be captured on this form.
When you click on “Employment Profile”, the screen below appears.
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Where the SDF wishes to capture data straight into the system without using the Template, this
screen will not contain any employee information. In this case, the SDF will have to click on the
“Create Employment Profile” button.
Taking note of the dropdown options presented in Section 3.6.2 on page 52, complete the fields and
click “Save”.
Regarding entering the OFO code/occupation into the system, click on the “OFO Occupation” button.
The following screen appears.
The quickest way to use this utility is to enter the 6-digit OFO code into the “OFO Code” field and click
“Search”. You can enter three to five of the digits if you wish, in which case a range of occupations
will appear. The following example shows a five-digit search.
If you click “Search” without entering any OFO code, all occupations in the system will appear. You
will have to page through to identify the appropriate OFO code and select it.
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Click on the appriopriate OFO code/Description, the click the “Select” button.
The Employment Profile also provides Edit and Remove capability.
3.5.6.2 The “ Learnerships” Form
When you click on “Learnerships”, the screen below appears.
Where the SDF wishes to capture data straight into the system without using the Template, this
screen will not contain any information. In this case, the SDF will have to click on the “Create
Learnerships” button.
Taking note of the dropdown options presented in Section 3.6.3 on page 53, complete the fields and
click “Save”.
3.5.6.3 The “ Other Qualifications” , “ Internships” and “ Other Non-Qualifications”
Forms
These three forms are very similar to the “Learnerships” form. Note the dropdown options presented
in Section 3.6.3 on page 53.
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3.5.6.4 The “ Monetary and Impact Details” Form
When you come into this form in a new year, it will have no company data.
Click on the “Create Monetary and Impact Details” button.
Note that the “Total ATR Spend” must be equal to or greater than the sum on the various training
interventions. The reason why this total can be greater than the sum of the training interventions is
that if you have not spread the costs of, for example, the SDF across the training interventions, you
can include these costs in the above figure. The same applies for the “Total WSP Budget”. These
figures, as with all other Rand data, can be to the nearest R100.
To calculate the “Spend/ATR Interventions”, add the total Rands spent on ATR training interventions
in the four Training Intervention forms, and divide that figure by the total number of ATR training
interventions. If this result is the same as that presented, set “Is Spend/ATR Interventions correct?” to
“Yes”. If not, check the ATR training interventions for a typing error. Similarly for the “Budget/WSP
Interventions”.
Also capture the Total Annual Payroll for all employees for whom you paid SDL for the period 1st April
2012 to 31st March 2013.
When complete, click “Save”.
3.5.6.5 The “ Upload Documents” Form
Under the Upload Documents link, the following screen appears. Into this area, you need to upload,
as per Section 2.6.2 on page 8:
•
The organogram of the organisation,
•
The completed and signed Authorisation Form,
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•
Change of Name certificate(s) if appropriate,
•
The organisation’s BEE certificate (optional but recommended).
3.5.6.6 The “ Form Details” Form
The Form Details form provides the capability to submit the ATR/WSP Report, to view any anomalies
in the data captured and to print the ATR/WSP Report.
When you click the “Submit” button, all WSP and ATR data is first checked according to built-in
checks. If no errors are found, the report will submit, and the SDF and people on the contacts list will
receive an email confirming submission.
If the system detects errors, you need to click on the “Anomalies” button and a screen presenting all
the detected errors will be displayed.
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The SDF must correct these errors and re-submit.
Using the “Print” button, you must print the WSP and ATR report and have it signed by the employer
representative(s), the employee representative(s) (for organisations with 50 or more employees) and
the SDF.
Please file all documentation for audit purposes.
3.5.6.7 Variance Report
Because of the move from the previous Online Grant System to the this new system, there is no
Variance Report requirement this year. This will be reinstated next year. Nevertheless, the MICT
SETA may do internal testing to compare the organisation’s WSP data from last year with the ATR
data of this year.
3.5.7 The “Linked Organisations” Form
This form displays the children organisations that are linked to this parent organisation as described in
Section 2.13.14 on page 23.
3.5.8 The “Grants and Levies” Form
It is critical to monitor the Grants and Levies form in the MICT SETA Online Grant System every
month to ensure that your organisation’s levies are being shown in the system, and that the MICT
SETA is paying your organisation its Mandatory Grant every quarter.
We strongly recommend that a person in the Finance Department/Division registers on the Online
Grant System to track the Skills Development Levies that your organisation contributes to SARS, and
to reconcile these levies against the Mandatory Grant that the MICT SETA pays back to your
organisation. We frequently receive queries from SDFs because the Mandatory Grant payment does
not match 20% (previously 50%) of the organisation’s levies, and as will be noted below, the SETA
cannot assist with these queries. This section provides a brief overview on how to access this data in
our system, followed by an example of how to go about reconciling the Mandatory Grant based on the
organisation’s Levy Contributions.
Note that this form is available throughout the year to SDFs.
3.5.8.1 Accessing the Grants and Levies Data
The Grants and Levies form provides SDFs with information on what levies have been contributed to
SARS and what grants have been paid by the MICT SETA back to the organisation concerned.
This screen allows the SDF to view their Financial Statement Summary and/or their Grants and
Levies.
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To view the financial statement summary, the SDF will select
the respective financial year, followed by “Enter”.
and then select
The figure above displays what the SDF will see. The SDF also has a choice to either print the page
or copy to a word document.
To view the Grant and Levies, select
followed by “Enter”.
and then select the respective financial year,
The figure above displays the grants that the Organisation has received from the MICT SETA,
showing the date that the grants were received, the description and the amount.
The SDF can then either Print the page, or view the Levies and Benefits by selecting the icons at the
bottom of the screen.
If the SDF selects the Levies, icon the system will display the following screen.
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The figure above displays the levy information and a breakdown of the funds that the Organisation
contributed to SARS.
This screen also has a print option.
3.5.8.2 Reconciling the Grants and Levies
In order to understand how to reconcile grants and levies, it is important to understand some of the
terms used below, namely “SETA Financial Year”, “Year” and “Scheme Year”. In SETA language,
accountants talk of “Year” or “Scheme Year” followed by a number, this number starting from 1 in
2000 with relates to the period 1st Apr 2000 to 31st Mar 2001. We are currently (March 2013) in Year
2012 or Scheme Year 13, covering the SETA Financial Year 1st Apr 2012 to 31st Mar 2013, as
indicated in the table below, moving into Year 2013 or Scheme Year 14, covering the SETA Financial
Year 1st Apr 2013 to 31st Mar 2014.
SETA Financial Year
01 Apr 2000 - 31 Mar 2001
01 Apr 2001 - 31 Mar 2002
01 Apr 2002 - 31 Mar 2003
01 Apr 2003 - 31 Mar 2004
01 Apr 2004 - 31 Mar 2005
01 Apr 2005 - 31 Mar 2006
01 Apr 2006 - 31 Mar 2007
01 Apr 2007 - 31 Mar 2008
01 Apr 2008 - 31 Mar 2009
01 Apr 2009 - 31 Mar 2010
01 Apr 2010 - 31 Mar 2011
01 Apr 2011 - 31 Mar 2012
01 Apr 2012 - 31 Mar 2013
01 Apr 2013 - 31 Mar 2014
Year
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
Scheme Year
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Bear in mind the Grant Payment Schedule presented in Section 2.14 on page 23. In summary, the
MICT SETA pays the Mandatory Grant quarterly, one quarter in arrears. For example, if things go
well, 20% (previously 50%) of the levy contributions that your organisation makes at the end of April,
May and June will be paid back to your organisation at the end of September.
In terms of how much your organisation receives back each quarter, there are a number of issues that
can arise causing delays, for example:
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•
With regard to your organisation’s monthly levy contribution payment to SARS, if your
organisation pays in April, SARS registers it as having been received in May, and the SETA
usually receives these funds two months later in July, i.e. ideally the SETA receives the
monies two to three months after the organisation has contributed its levy. Problems are
sometimes experienced with the third payment in the quarter. For example, if your
organisation pays in June, the SETA should ideally receive these funds two months later at
the end of August, and pay this month’s Mandatory Grant, together with the preceding two
months, at the end of September. In order to pay the Mandatory Grant by the end of
September, we close the books near the beginning of September, and if we receive your June
levy after this closure due to late transfer from SARS, we hold this Mandatory Grant over to
the next payment date which would be in December.
•
It is important to note that the EMP 201 is simply a declaration that the organisation intends
paying PAYE, UIF and SDL for that month. It is not a confirmation that these payments have
been made. So it is suggested that, for the purposes of reconciliation, the EMP 201 be
disregarded. Instead, it is important to obtain a Statements of Accounts from SARS. This
Statement of Accounts can be obtained via the Internet or alternatively by visiting your local
SARS office. This document reflects the levies that SARS understands has been paid by the
organisation, and problems can arise here. For example, SARS may struggle to reconcile
your EMP 201 information against what the organisation actually paid, and if the organisation
pays less than what is on the EMP 201, when allocating the amount paid for PAYE, UIF and
SDL, SDL comes last. There are also occasions when an organisation does not include the
reference number that allows SARS to relate the payment to the organisation, in which case
SARS places the money in a suspense account until the organisation queries it, resulting in no
levy contribution being forwarded through to the SETA.
•
Similarly, if an organisation makes a late payment.
Please note that the MICT SETA has no control over any of these issues, and therefore cannot play a
role in rectifying this. If your organisation notices any discrepancies, your Finance Department/
Division needs to contact SARS directly.
The top table on the following page presents the summary of the Grants and Levies, and the bottom
table presents the Levy Statement, the two most important schedules for reconciliation. In terms of
this example, both of these tables would have been accessed from the “Grants and Levies” form by
selecting “Levy Year” 1st Apr 2011 to 31st Mar 2012.
It will be observed in the Grants and Levies Summary that several different years appear under the
“Year” and “Scheme Year” columns. The reason for this is that there are sometimes changes in
monies flowing back and forth between employer organisations and SARS due to corrections being
made to previous years.
There are different ways to go about the reconciliation, but to provide some insight, the following is
suggested. Assess the year 2011, which covers the current period 1st Apr 2011 to 31st Mar 2012.
Look only at those Grants and Levies for Year 2011 and Scheme Year 2011 in the Grants Summary
and Levies Summary tables. The blue in the table below shows what should have happened with the
first three levy contributions, bearing in mind that the organisations records would have shown
payment in the month before the SARS Receipt Date, but because the SETA received the third
payment in October instead of early September, the third payment was not factored into this
Mandatory Grant.
Page 49
1 April 2011 - 31 March 2012 Financial Statement Summary
Grants Summary
Levies Summary
Date
Description
Year
6/27/2011
Mandatory Grant
2010
Amount Receipt Date (SARS)
Scheme Year
Stakeholder levy calculated (100%)
10 607.68 4/1/2011
2010
6 912.19
10 607.68 5/1/2011
2000
7 540.35
-35.50
9/29/2011
Mandatory Grant
2011
7 623.47 5/1/2011
2010
9/29/2011
Mandatory Grant
2010
7 782.09 5/1/2011
2011
15 405.56 6/1/2011
2011
7 433.30
7 642.79 7/1/2011
2011
8 542.97
7 642.79 8/1/2011
2011
6 742.60
9/1/2011
2011
6 152.48
33 656.03 10/1/2011
2010
0.07
10/1/2011
2011
8 165.66
11/1/2011
2011
6 176.43
12/1/2011
2011
6 259.96
12/9/2011
Mandatory Grant
2011
GRANTS
TOTAL
7 813.64
50%
LEVIES TOTAL
71 704.14
Note: the dates in these two tables read mm/dd/yyyy.
1 April 2011 - 31 March 2012 Levy Statement
Receipt date
(SARS)
Received by
MICT
Stakeholder
levy
calculated
(100%)
NSF
calculation
(20%)
Total
received by
MICT
(80%)
Mandatory
levy
Discretionary
(50%)
(20%)
Admin
(10%)
Interest
(80%)
Penalty
(80%)
SARS ledger
month
(For internal
office use
only.)
5/1/2011
7/6/2011
7 813.64
1 562.73
6 250.91
3 906.82
1 562.73
781.36
0.00
0.00
5/1/2011
6/1/2011
8/2/2011
7 433.30
1 486.66
5 946.64
3 716.65
1 486.66
743.33
0.00
0.00
6/1/2011
7/1/2011
10/28/2011
8 542.97
1 708.59
6 834.37
4 271.48
1 708.59
854.30
0.00
0.00
7/1/2011
8/1/2011
11/11/2011
6 742.60
1 348.52
5 394.08
3 371.30
1 348.52
674.26
0.00
0.00
8/1/2011
9/1/2011
11/30/2011
6 152.48
1 230.50
4 921.99
3 076.24
1 230.50
615.25
0.00
0.00
9/1/2011
10/1/2011
12/9/2011
8 165.66
1 633.13
6 532.53
4 082.83
1 633.13
816.57
0.00
0.00 10/1/2011
11/1/2011
1/31/2012
6 176.43
1 235.29
4 941.14
3 088.21
1 235.29
617.64
0.00
0.00 11/1/2011
12/1/2011
2/3/2012
6 259.96
1 251.99
5 007.97
3 129.98
1 251.99
626.00
0.00
0.00 12/1/2011
57 287.04 11 457.41 45 829.63 28 643.52
11 457.41
5 728.70
0.00
0.00
Now consider the following three months of payments made by the organisation in July, August and
September, received by SARS in August, September and November, but received by the SETA in
November and December. In December, we make payment around the 15th December, so the levied
received late-November and in December would have been too late for the SETA to process, hence
only the Mandatory Grant of the organisation’s July levy contribution plus the Mandatory Grant of the
SETA-late-received June contribution of the organisation was paid as Mandatory Grant in September.
Page 50
1 April 2011 - 31 March 2012 Financial Statement Summary
Grants Summary
Levies Summary
Date
Description
Year
6/27/2011
Mandatory Grant
2010
Amount Receipt Date (SARS)
Scheme Year
Stakeholder levy calculated (100%)
10 607.68 4/1/2011
2010
6 912.19
10 607.68 5/1/2011
2000
7 540.35
9/29/2011
Mandatory Grant
2011
7 623.47 5/1/2011
2010
-35.50
9/29/2011
Mandatory Grant
2010
7 782.09 5/1/2011
2011
7 813.64
15 405.56 6/1/2011
2011
7 433.30
7 642.79 7/1/2011
2011
7 642.79 8/1/2011
2011
6 742.60
9/1/2011
2011
6 152.48
33 656.03 10/1/2011
2010
0.07
10/1/2011
2011
8 165.66
11/1/2011
2011
6 176.43
12/1/2011
2011
6 259.96
12/9/2011
Mandatory Grant
2011
GRANTS
TOTAL
8 542.97
50%
LEVIES TOTAL
71 704.14
Note: the dates in these two tables read mm/dd/yyyy.
1 April 2011 - 31 March 2012 Levy Statement
Receipt date
(SARS)
Received by
MICT
Stakeholder
levy
calculated
(100%)
NSF
calculation
(20%)
Total
received by
MICT
(80%)
Mandatory
levy
Discretionary
(50%)
(20%)
Admin
(10%)
Interest
(80%)
Penalty
(80%)
SARS ledger
month
(For internal
office use
only.)
5/1/2011
7/6/2011
7 813.64
1 562.73
6 250.91
3 906.82
1 562.73
781.36
0.00
0.00
5/1/2011
6/1/2011
8/2/2011
7 433.30
1 486.66
5 946.64
3 716.65
1 486.66
743.33
0.00
0.00
6/1/2011
7/1/2011
10/28/2011
8 542.97
1 708.59
6 834.37
4 271.48
1 708.59
854.30
0.00
0.00
7/1/2011
8/1/2011
11/11/2011
6 742.60
1 348.52
5 394.08
3 371.30
1 348.52
674.26
0.00
0.00
8/1/2011
9/1/2011
11/30/2011
6 152.48
1 230.50
4 921.99
3 076.24
1 230.50
615.25
0.00
0.00
9/1/2011
10/1/2011
12/9/2011
8 165.66
1 633.13
6 532.53
4 082.83
1 633.13
816.57
0.00
0.00 10/1/2011
11/1/2011
1/31/2012
6 176.43
1 235.29
4 941.14
3 088.21
1 235.29
617.64
0.00
0.00 11/1/2011
12/1/2011
2/3/2012
6 259.96
1 251.99
5 007.97
3 129.98
1 251.99
626.00
0.00
0.00 12/1/2011
57 287.04 11 457.41 45 829.63 28 643.52
11 457.41
5 728.70
0.00
0.00
What further complicates matters are the Interest and Penalty columns. Each Mandatory Grant is
further adjusted by subtracting the Interest and the Penalty. The SETA does not know how the
Interest and Penalty are calculated, so organisations need to contact SARS for this information.
As mentioned above, there are other years involved as well which influence how much Mandatory
Grant the organisation receives. To reconcile the 2010 amounts, for example, the organisation would
now need to click on the Grants and Levies form, and select “Levy Year” 1st Apr 2010 to 31st Mar
2011, and continue with the reconciliation process similarly to that described above, repeating this
again for earlier years where applicable.
As may be appreciated, this is not a trivial exercise, and is best left to the Finance Department/
Division, hence we again strongly recommend that a person in the Finance Department/Division
become registered as a Secondary SDF (see next Section) on our system in order to gain access to
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this data. Furthermore, we recommend that this exercise be performed on a monthly basis so that if it
is noticed that the SETA has not received the levy around the expected time or if an amount does not
appear on your SARS Statement of Account when expected, the organisation can immediately
contact SARS. Correcting these issues with SARS can take time, but we are lead to believe that with
regular queries to SARS, these issues can be rectified in less than four months.
3.6 The MICT Template
3.6.1 Introduction
There are two means of capturing the ATR and WSP into the MICT SETA Online Grant System. It is
recommended that you use the downloadable Template file that can be downloaded from the MICT
SETA website at http://www.mict.org.za/inner.aspx?section=3&page=122.
The benefits of using either the Downloadable Template or the MICT Template are:
•
The SDF can always have the master version inside the organisation. If the system detects
errors in the uploaded data, the SDF can correct the errors in the organisation’s original
master, and then re-upload. The previous upload will first be deleted by the system. The
following year, if you wish, this organisation master can then be edited – deleting employees
that have left the organisation, adding new employees, etc.
•
If much of this data is already in the organisation’s HR system, it can be exported from the HR
system and rearranged to conform to the required layout.
There are 5 forms to fill in using the Template, namely the:
•
•
•
•
•
Employment form
Learnerships form
Other Qualifications form
Internships form
Other Non-Qualifications form.
This section addresses using the MICT Template file to capture and upload data into the system.
3.6.2 “Employment” Form
Each and every employee as at 31st March 2013 must be captured on this form.
The Employment form has the following columns with the dropdown options indicated.
Column Title Name
Employee Name or Number
Division/ Department (Optional)
OFO Code
Occupation
Highest Level of Formal Education
Page 52
Dropdown Options
Free text, but should be the same as that in your HR system.
Free text, optional.
As per OFO Version 2012.
This will automatically appear based on the OFO code entered.
Post-Doctoral Research Degree
Doctorate
Masters Degree
Professional Qualification (e.g. CA)
National First Degree (4 years)
Honours Degree
Higher Diploma
National Diploma
Articles
Learnership Level 10
Learnership Level 9
Learnership Level 8
Learnership Level 7
Learnership Level 6
Learnership Level 5
Learnership Level 4
Apprenticeship (Section 13)
Grade 12 (Matric)
Grade 11
Grade 10
Grade 9
Grade 8
Grade 7
Grade 6
Lower than Grade 6
Column Title Name
Race
Gender
With Disability?
Age Group
Current Competency
Do you feel that this is a Scarce Skill in your
industry?
Comment (Optional)
Dropdown Options
African
Coloured
Indian/Asian
White
Male
Female
None
Sight (even with glasses)
Hearing (even with a hearing aid)
Communication (talking, listening)
Physical (moving, standing, grasping)
Intellectual (difficulties in learning); retardation
Emotional (behavioural or psychological)
Multiple
Disabled but unspecified
<35
35-55
>55
Learner / Trainee
Junior / Novice
Inter-mediate
Senior / Expert
Don't know
Easy to find
Not too difficult to find
Somewhat difficult to find
Very difficult to find
Extreme shortage
Free text for your own comments or to involve the SETA
As a guide, with regard to competence, someone out of university, for example, for 1 year would be
classified as Junior/Novice, and if in the occupation for 4 to 5 years is likely to be Senior/Expert,
depending on your assessment of that person’s experience in that occupation.
Competence/ skill level applies to the employee and not the inherent requirement of the job.
3.6.3 Learning Programme Forms
There are four Learning Programme forms, namely the:
•
•
•
•
Learnerships form.
Other Qualifications form.
Internships form.
Other Non-Qualifications form.
The Learning Programme forms have a similar layout as the Employment form, but with the following
columns:
Column Title Name
Learnership Form
Dropdown Options
Other Qualifications
Internships Form
Form
Other NonQualifications Form
ATR
WSP
Free text, but must be the same as presented in the Employment form for employed and “not
Employee Name or Number
employed” persons.
Division / Department (Optional)
Free text, optional.
OFO Code
As per OFO Version 2012.
Occupation
This will automatically appear based on the OFO code entered.
Employed
Employment State
Unemployed
Has this person's OFO Code
No
changed from the Employment Profile Yes
form?
Resigned
See Section 3.6.3.1
Learnership Title
Not Applicable
below.
Free text, type the
Learnership Title (from
another SETA) with
If "Other", please state Learnership
NQF Level.
Not Applicable
Title with NQF Level
Compulsory if
“Learnership Title” is
“Other”, otherwise
ignore.
See Section 3.6.3.2
See Section 3.6.3.3
Qualification
Not Applicable
Not Applicable
below.
below.
See Section 3.6.3.4
Top-up Learning Programme
Not Applicable
below.
ATR or WSP Info?
Page 53
Column Title Name
Educational / Training Institution
Is this a Bursary?
Is this a Scarce Skill?
If "Scarce", reason for Scarcity
Is this a Critical Skill?
In which period must this skill be
acquired?
Search for Specialisation
Other Specialisation
Is this Pivotal?
Start Date
End Date
NQF Level
Budget / Cost (to nearest 100)
If Unemployed, Site of Employment
Postal Code
Verified?
Comment (Optional)
Dropdown Options
Other Qualifications
Other NonLearnership Form
Internships Form
Form
Qualifications Form
Free text, type the name of the Educational / Training Institution
No
Yes
No
Yes
Not Applicable
Compulsory for WSP only.
New or emerging occupation
Lack of skilled people
Replacement demand
Geographical location
Equity considerations
Not Applicable
Replacement demand
Compulsory if “Scarce” is “Yes”, otherwise
ignore.
No
Not Applicable
Yes
As at 31 March 2013
1 April 2013 to 31 March 2014
Compulsory if “Scarce” or “Critical” is “Yes”, otherwise ignore.
Not Applicable
See Section 3.2.3.3 below.
Not Applicable
See Section 3.2.3.3 below.
No
Yes
Only select “Yes” if you deem this to occur during the period 1 April 2013 to 31 March
2014, otherwise set to “No”.
dd/mm/yyyy
Compulsory if “Pivotal” is “Yes”, otherwise ignore.
dd/mm/yyyy
1
2
3
4
5
See Section 2.9.2 if required.
6
7
8
9
10
Do not type the “R” for Rands
e.g. 3001
No
Yes
The question here is “Has the training site of the training provider stated above been
verified?” If you are uncertain, state “No”.
Free text for your own comments or to involve the SETA
3.6.3.1 Types of Learnerships
The following table lists the MICT SETA Learnerships that are available. This list comprises all MICT
SETA Learnership titles, and is provided in the Template as a dropdown. For non-MICT SETA
Learnership Titles, please use “Other”.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Page 54
Certificate :Technology Management and Innovation, NQF 5
Certificate: Telecommunications Systems, NQF 5
Diploma :Technology Management and Innovation, NQF 6
Diploma: Information Technology, NQF 6
Doctor of Philosophy :Management of Technology and Innovation (MOTI), NQF 8
FET Certificate: Copy and Content Editor, NQF 4
FET Certificate: Film, Television and Video Production Operations, NQF 4
FETC :Information Technology: Systems Development, NQF 4
FETC :Information Technology:Technical Support, NQF 4
Master of Philosophy: Management of Technology and Innovation (MOTI), NQF 8
Masters in Information Engineering, NQF 7
Masters in Telecommunications Engineering, NQF 7
National Certificate :Business Analysis, NQF 5
National Certificate :Business Analysis Support Practice, NQF 6
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
National Certificate: 2D Animation (Animation Specialisation), NQF 5
National Certificate: 2D Animation (Business and Projects Specialisation), NQF 5
National Certificate: 2D Animation (Performing Arts Specialisation ), NQF 5
National Certificate: 2nd AD (film) Floor Manager (video), NQF 5
National Certificate: 3D Animation and Visual Effects, NQF 5
National Certificate: Advertising (Art Director ), NQF 5
National Certificate: Advertising (Client Service), NQF 5
National Certificate: Advertising (Copywriter), NQF 5
National Certificate: Advertising (Media), NQF 5
National Certificate: Advertising (Production), NQF 5
National Certificate: Art Department, NQF 5
National Certificate: Broadcast Engineer (Broadcast Contribution), NQF 5
National Certificate: Broadcast Engineer (Broadcast Head-end Systems), NQF 5
National Certificate: Broadcast Engineer (Radio or Television), NQF 5
National Certificate: Broadcast Engineer (Spectrum Management), NQF 5
National Certificate: Commissioning Editor, NQF 5
National Certificate: Copy and Content Editor, NQF 5
National Certificate: Copywriter, NQF 5
National Certificate: Editing and Post Production, NQF 5
National Certificate: Entrepreneurship, NQF 5
National Certificate: Film Camera Operator, NQF 5
National Certificate: Grips, NQF 5
National Certificate: Information Technology: End User Computing, NQF 3
National Certificate: Interactive Media, NQF 5
National Certificate: Journalism, NQF 5
National Certificate: Lighting, NQF 5
National Certificate: Location Scouting and Assisting Location Manager, NQF 5
National Certificate: Production, NQF 5
National Certificate: Production Accounting, NQF 5
National Certificate: Radio Production Level 5, NQF 5
National Certificate: Radio Station Management, NQF 5
National Certificate: Radio Station Manager, NQF 5
National Certificate: Researcher, NQF 5
National Certificate: Script Supervisor, NQF 5
National Certificate: Technician in Broadcast Engineering, NQF 5
National Certificate: Unit Assistant, NQF 5
National Certificate: Video Camera Operator, NQF 5
National Certificate: Vision Controller, NQF 5
National Certificate: Vision Mixer, NQF 5
Solutions Development / Programming, NQF 5
Systems Development, NQF 4
Systems Development (Commerce Development), NQF 5
Systems Development (Fourth Generation Language Programming), NQF 5
Systems Development (Multi-Media Development), NQF 5
Systems Development (Object Oriented Programming), NQF 5
Systems Development (Procedural Programming), NQF 5
Systems Support (Desktop), NQF 5
Systems Support Engineer, NQF 5
Technical Support, NQF 4
Telecommunication Network Operations, NQF 4
Website Development, NQF 5
Other
3.6.3.2 “ Other Qualifications” Form
The following table lists the “Other Qualifications” that are available, besides the MICT SETA
Learnerships. This list comprises all “Other Qualifications”, and is provided in the Template as a
dropdown.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Doctorate
Masters Degree
Honours Degree
Higher Diploma
National Diploma
Articles
Recognition of Prior Learning
Regarding “Recognition of Prior Learning” (RPL), the process will involve an individual being
assessed on his/her experience in order that the individual achieves a qualification. Gaps in the
individual’s knowledge would then be determined – this would be the assessment phase. The gaps
Page 55
would then be filled through a training intervention to achieve the qualification. It is this training
intervention that must be included as “Recognition of Prior Learning”, and not the assessment phase,
since the assessment phase itself does not result in a qualification.
3.6.3.3 “ Internships” Form
An Internship is a training intervention where the learner does not receive a qualification.
The following table lists the Internships that are available. This list comprises all training interventions
where Internships could apply, and is provided in the Template as a dropdown.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Doctorate
Masters Degree
Honours Degree
Higher Diploma (No Workplace Experience)
National Diploma (No Workplace Experience)
National Certificate (No Workplace Experience)
Higher Diploma (With Workplace Experience)
National Diploma (With Workplace Experience)
National Certificate (With Workplace Experience)
Articles
Recognition of Prior Learning
The details in this paragraph may change. At present, to capture the “Specialisation, you will need to
make use of the “Specialisations” worksheet provided in the file. You need to copy the OFO Code of
this person, switch across to the “Specialisations” worksheet and use Excel’s Find function in Excel’s
menu bar (or use [ctrl] [F], then press [ctrl] [V], then click “Find All”) to find the specialisations related
to this OFO Code. This will identify the list of pre-defined specialisations that relate to this OFO Code.
Copy the text of the appropriate specialisation in the list, switch back to the particular training
intervention form and paste this in the appropriate “Search for Specialisation” cell of this person. If
“Other” was copied, in the adjacent “Other” column, type the person’s particular specialisation.
3.6.3.4 “ Other Non-Qualifications” Form
An “Other Non-Qualification” is a training intervention where the learner does not receive a
qualification.
The following table lists the “Other Non-Qualifications” that are available. This list comprises all
training interventions where Other Non-Qualifications could apply, and is provided in the Template as
a dropdown.
•
•
•
•
•
•
•
Skills Programme
Short Course
ABET
End-User Computing
Workshop
Seminar
Conference
The details in this paragraph may change. At present, as with the Internships form, to capture the
“Specialisation, you will need to make use of the “Specialisations” worksheet provided in the file. You
need to copy the OFO Code of this person, switch across to the “Specialisations” worksheet and use
Excel’s Find function in Excel’s menu bar (or use [ctrl] [F], then press [ctrl] [V], then click “Find All”) to
find the specialisations related to this OFO Code. This will identify the list of pre-defined
specialisations that relate to this OFO Code. Copy the text of the appropriate specialisation in the list,
switch back to the particular training intervention form and paste this in the appropriate “Search for
Specialisation” cell of this person. If “Other” was copied, in the adjacent “Other” column, type the
person’s particular specialisation.
3.7 Troubleshooting
3.7.1 Blank Screen When Trying to Log into the Online Grant System
The reason for this is that you have pop-ups blocked. If you experience this, set your computer to
allow pop-ups, or request your IT personnel to assist.
Page 56
Alternatively, hold down the “Crtl” key when you click on the button.
3.7.2 Online Grant System Very Slow
Note that many SDFs leave the data capture to the last minute. Because of this, there are many
people working on the system, and it slows the system down, particularly the closer we get to the 30th
June. SDFs are therefore encouraged to capture your data as soon as possible.
3.7.3 Timeout
This will occur if you leave your workstation for too long. The system will require you to log-in again.
4 Contacting the MICT SETA
4.1 For ATR/WSP Queries
If you have not received a response relating to ATR/WSP issues within 8 working hours, it is likely
that the MICT Advisor knows that the issue is covered in this SDF Reference Manual, and will
therefore not respond.
If you have any ATR/WSP queries, please communicate only via email and only with the following
people:
•
•
•
•
KwaZulu-Natal SDFs: Lungile Ngcobo at [email protected].
Eastern Cape SDFs: Mpumi Maweni at [email protected].
Western Cape SDFs: Cikizwa Roto at [email protected].
Rest of Country SDFs:
o All SDFs whose surname starts with A through M, Karabo Mokwena at
[email protected].
o All SDFs whose surname starts with N through Z, Thobeka Siluma at
[email protected].
4.2 For Financial Queries
With regards to financial queries, if you feel that you should be receiving a Mandatory Grant (i.e. your
ATR/WSP submission has been approved as per the WSP Status column in “WSP & ATR Forms”),
please first refer to the “Grants and Levies” form in the Online Grant System. If this does not assist to
resolve your query, please email Zubeida at [email protected], providing the L number of your
organisation.
4.3 The MICT SETA National Contact Numbers
Midrand Head Office
Tel: (011) 207 2600, Fax: (011) 805 6833
Cape Town
Tel: (021) 461 3926, Fax: (021) 461 3939
KwaZulu-Natal
Tel: (031) 307 7248, Fax: (031) 307 5842
East London
Tel: (043) 726 0763, Fax: (043) 726 0790
4.4 Other
CIPC
Call Centre: 086 100 2472 (CIPC)
Page 57
Appendix 1: Example of SDF Letter of Appointment
Organisation Logo and letterhead details
dd mmm 20yy
Your physical address, if not above
The MICT SETA
SSP Division
Gallagher House, West Wing, Level 3
Gallagher Estate
19 Richards Drive
Midrand
Attention: Karabo Mokwena or Thobeka Siluma
Dear Karabo / Thobeka,
Letter of SDF APPOINTMENT
This serves to confirm that we have appointed Jon Doe as the Skills Development Facilitator for our
organisation, Xyz (Pty) Ltd, with effective immediately.
Our organisation levy number is L999999999.
His details are as follows:
Name:
ID no:
Office no:
Cell no;
Email address:
Yours Faithfully
Jane Doe
HR Executive Manager
Page 58

Reference Manual for SDFs 2013 Version 1.0

Transcription

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