Isett Seta

Transcription

Isett Seta

Isett Seta
Skills Development Facilitator Training Guide for
the Isett Seta On-Line Grant System
2008
Version 1.0
Skills Development Facilitator Training Guide for the Isett Seta On-Line Grant System, 2008, Version 1.0
Page 1
Table of Contents
1
Introduction
3
2
Benefits of the System
3
3
Logging on to the Isett Seta On-Line Grant System
3
4
First-Time Registration of the SDF on the System:
4
5
6
7
4.1
Entering Your Personal Details
4
4.2
Linking Yourself to an Organisation
5
4.3
Submission of Letter of Appointment
6
Accessing the Isett On-Line Grant System
6
5.1
Logging On
6
5.2
The SDF Dashboard
7
5.2.1
Explanation of the Screen Icons
7
5.2.2
Selecting the Appropriate Year
7
5.2.3
The Dashboard Graph
7
5.2.4
List of Companies to Which the SDF is Linked
8
Accessing an Organisation
8
6.1
The “Organisation Info” Tab
8
6.2
The “Org Contacts” Tab
9
6.3
The “SDF” Tab
9
6.4
The “WSP Plan and Report” Tab
10
6.4.1
Creating a New WSP
11
6.4.2
Printing an ATR/WSP Report
11
6.4.3
Accessing the Forms
11
6.4.3.1
WSP Forms
11
6.4.3.2
The Annual Training Forms
14
6.5
The “Grants and Levies” Tab
14
6.6
The “Associate SDF” Tab
16
6.7
The “EMP 201” Forms Tab
17
Submission and Approval
17
Page 2
1 Introduction
The web-based On-Line Grant System has been designed to assist Skills Development
Facilitators (SDFs) in capturing and submitting Workplace Skills Plan (WSP) and Annual
Training Report (ATR) forms electronically. This manual addresses capturing the required
forms on the Isett On-Line Grant System.
The SDF can also approach the Isett Skills Advisors for support.
Note that the ATR reflects the actual data for the period 1st April 2007 to 31st March 2008, whereas the
WSP looks forward, covering the period April 2008 to 31st March 2009.
2 Benefits of the System
The system eliminates the need for SDFs to fill in information manually and sending the forms to
Isett.
3 Logging on to the Isett Seta On-Line Grant System
Go to Isett Seta’s website: www.Isettseta.org.za, then click on “Stakeholder Logon” which is
situated on the top right hand corner.
Figure 1: The Isett Seta Home Page
The user will then be transferred to the On-Line Grant System home page, as presented in
Figure 2.
Page 3
Figure 2: SDF Stakeholder Logon Page
If you have already registered with Isett as an SDF, proceed to Section 5.
4 First-Time Registration of the SDF on the System:
To register, the SDF must go to the “Stakeholder Logon” page, as described above.
You will be required to capture your details on the system.
To do this, click on the following icon
require your personal details.
4.1
. This icon directs you to a form that will
Entering Your Personal Details
The form will require your personal details such as your name, surname, ID number, address
etc. See Figure 3 below.
Figure 3: Registration Form for New SDFs
Page 4
At the top of the page, there is a dropdown within which you must specify if you are an SDF or
an ISDF.
The system will direct you through the forms that you will need to complete.
The second page of the form requires the user to specify which organisations will be linked to
the SDF.
The form also asks you to enter your username and password onto the form. Please note that
this does not mean that you have access onto the system yet. This is because the Advisor at
Isett Seta will have to go through your details and approve or reject your registration.
Upon completion of the document, a confirmation letter is generated, as presented in Figure 4.
Figure 4: Confirmation of Successful Registration
The user has a choice to copy the above document or cancel registration or Register an
Organisation.
Figure 5: Options Available for Confirmation of Successful Registration
4.2
Linking Yourself to an Organisation
Note that to link yourself to an organisation, you will be required to know the company’s SDL
number.
To link to a company, the user must select the “Register an Organisation” icon shown in Figure
5. This will take you to the screen presented in Figure 6. This will direct you to the following
page.
Page 5
Figure 6: Linking to Organisations
The user must enter the SDL number of the company they will be submitting WSP and ATR
forms for, in the “register one or more organisations block.” Also on this screen are instructions
that will assist you in adding an organisation.
Once done, you must select the “Finished” button.
4.3
Submission of Letter of Appointment
Once the online registration has been completed, the SDF is required to submit a letter of
appointment to the SSP Advisor. 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 should be signed by either/or the M.D, the Finance Director or the
Human Resource Director. Once this letter has been received, the SDF registration will be
approved and an automated confirmation email message will be sent to the SDF. The SDF will
now be able to access the system.
5 Accessing the Isett On-Line Grant System
5.1
Logging On
The SDF will go into the On-Line Grant System, as described in Section 3 above, and enter
his/her username and password.
Figure 7: Logon On Screen
Page 6
The SDF must select the “Skills - Current Year” in the “Logon To” dropdown.
5.2
The SDF Dashboard
Once you access the system, you will be presented with the following screen: This screen is
called the Skills Development Facilitator Dashboard.
Figure 8: The SDF Dashboard
5.2.1 Explanation of the Screen Icons
Home icon.
The change role icon- this is for people that have more than one role on the system.
It will not be a used for SDFs as they normally only have one role on the system.
Log-off icon.
Help icon.
Reports icon- this functionality is not set-up for the SDFs to use at the moment.
5.2.2 Selecting the Appropriate Year
In this portion of the screen, the SDF can select past years to view the organisations that they
were linked to, using the following facility
WSP year and will then select the “Change” icon.
The user must select the
5.2.3 The Dashboard Graph
Figure 9: The Dashboard Graph
Page 7
The graph displays the accepted WSPs and ATRs that are under your name as the SDF.
5.2.4 Important Information
Note the “Important Info” block on the right-hand centre part of the screen. In this area, you can
download all the documentation that will assist you to complete the ATR and WSP.
5.2.5 List of Companies to Which the SDF is Linked
Figure 10: List of Companies to Which the SDF is Linked
Here the SDF will be able to see which organisations he/she is linked to, which organisations
the SDF has access to, and the status of their WSP and ATR forms on the system. Please note
that as an SDF you may have more than one company that you are linked to and that you may
have access to.
6 Accessing an Organisation
To access an organisation, select the organisation name shown in the list.
6.1
The “Organisation Info” Tab
Once the user has accessed the organisation’s database, the following screen is presented.
Figure 11: The “Organisation Info” Page
This is the first tab on the database.
The Isett Data allows the SDF to edit and update the organisation’s information. Please note
that Isett relies on the input of this information for the most recent information. This page is a
mandatory page and the system will not allow the user to access the WSP and ATR forms
unless this page has been completed.
Page 8
Once the SDF has updated the information on the organisation information tab, the SDF must
indicate confirmation of details, by selecting the tick box.
6.2
The “Org Contacts” Tab
Figure 12: The “Org Contacts” Page
This screen is for SDFs to capture people that could be a point of contact for the Isett Advisors.
Please make sure that at least two people are added to the contacts list, and must not include
the SDF's contacts. Please ensure that the contact people are aware that their details have are
added to the database. One of the Organisation Contacts should be from the Finance
Department. You can capture as many people as you like. Note that all fields are mandatory
except for the cell phone number.
The system will prompt you to complete and confirm all your Company details and contact
details before you can access the ATR and WSP forms.
6.3
The “SDF” Tab
On The SDF screen the user will be able to see their registration form. The SDF can edit and
update their information on this page. You may also view the Secondary SDF or the ISDF
details by selecting the dropdown box at the top of the page.
Page 9
Figure 13: The “SDF” Information Page
At the bottom of the page in Figure 13, please indicate whether you are an ISDF or not.
6.4
The “WSP Plan and Report” Tab
Figure 14: The “WSP Plan and Report” Page
Illustrated in Figure 14 is the screen that the SDF will see once you access the WSP Plan and
Report screen.
Page 10
6.4.1 Creating a New WSP for a New Year
The section in the top left-hand area of the screen,
when a new form needs to be created for a new financial year.
, is only active
6.4.2 Printing an ATR/WSP Report
The Print Reports option,
, is available on the right-hand bottom area of the
screen, and allows you to print the forms that you have completed by clicking on the icon.
6.4.3 Accessing the Forms
To view and complete the forms, select the icons that are displayed under the heading ”ATR
.
Forms” or “WSP Forms”. These are displayed by financial year. e.g:
6.4.3.1
WSP Forms
When the SDF selects “WSP Forms” for the financial year 08/09, the user will be shown the
following screen:
Figure 15: The WSP Forms to be Completed
The SDF can now proceed with populating the various forms with data, in accordance with the
ATR/WSP template and the instructions on each form. The ATR/WSP Template, as well as
other relevant documents, is available from the SDF’s Dashboard.
Please note that all forms are OFO aligned. This means that you will need to specify the Major
Groups, the Sub Major Groups and the Occupations.
6.4.3.1.1
The Provincial Profile Form
You are required to complete the staff distribution per province and the number of sites.
Page 11
Figure 16: The Provincial Profile Form
The Total number of employees on the Provincial Profile page must correspond with the Total
on the Employment Profile page. If the two forms do not correspond, the system will prompt
you with an error message, and you will be required to look at the totals and correct before you
are able to submit the WSP and ATR forms.
6.4.3.1.2
The Current Employment Profile
Figure 17: The Current Employment Profile
The SDF must select the Major Group, Sub-Major group and the Occupation and capture the
“Total Payroll per Occupation”. Please note that the “Total Payroll per Occupation” field is
optional, as explained in the Information Notice and ATR/WSP Template.
6.4.3.1.3
The Training Budget Form
On this form you need to complete your Organisation’s training budget for the financial year
2008-2009.
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Note that this training budget must be equal to or greater than the sum on the various training
interventions; otherwise a pop up screen will specify a message telling the SDF that an error
exists here.
6.4.3.1.4
The Training Interventions Planned Forms
These forms apply the same methodology as the Current Employment Profile. The SDF will
select the Major Group, Sub-Major Group and the Occupation and capture the title of the
training programme, as well as the Budget.
Figure 18: An Example of a Training Interventions Planned Form
6.4.3.1.5
The Critical Skills Form
Figure 19: The Critical Skills Form
Please refer to “WSP Support Document for SDFs”, available from our website at
www.isett.org.za. On this form we need to know when the need is for, Immediate or the
upcoming years.
6.4.3.1.6
Scarce Skills
Please refer to “WSP Support Document for SDFs”. This form is similar to the “Critical Skills”
form.
Page 13
6.4.3.2
The Annual Training Forms
When the SDF selects “ATR Forms” for the financial year 08/09, the user will be shown the
following screen:
Figure 20: The ATR Forms to be Completed
These forms are very similar to the WSP forms mentioned previously, except that actual data
relating to the period 1st April 2007 to 31st March 2008 must now be specified.
6.5
The “Grants and Levies” Tab
Figure 21: The “Grants and Levies” Tab Home Page
This screen allows the SDF to view their Financial Statement Summary and/or their Grants and
Levies.
To view the financial statement summary, the SDF will select
then select the respective financial year, followed by “Enter”.
and
Page 14
Figure 22: The “Financial Statement Summary” Page
Figure 22 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
year, followed by “Enter”.
and then select the respective financial
Figure 23: The “Grant and Levies” Page
Figure 23 displays the grants that the Organisation has received from Isett, 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.
Page 15
Figure 24: The “Levies Received” Page
Figure 24 displays the levy information and a breakdown of the funds that the Organisation
contributed to SARS.
This screen also has a print option.
6.6
The “Associate SDF” Tab
This tab displays SDFs who have registered to be that specific organisation’s SDF on the
system. This will display the previous SDF’s status on the system and also their status in terms
of the access they have on the system, as well the SDF role.
Figure 25: The “Associate SDF” Page
Please note that only one SDF can access the system. This means that
there can only one active SDF per organisation.
The role contract SDF has limited view un-like the main SDF.
Page 16
6.7
The “EMP 201” Forms Tab
Figure 26: The “EMP 201” Page
As presented above, the Isett On-Line Grant System also has the feature where SDFs can
upload their EMP201 forms, instead of submitting them manually.
7 Submission and Approval
On completion of entering all data, the SDF must click the “Submit” button. If there are still
errors in the data, the SDF will be informed of these. Once rectified, clicking the “Submit” button
will result in the On-Line Grant System formally accepting all the data, and the company will be
granted “Interim Approval” status. “Approved” status will be granted once the original
Authorisation Form has been received by Isett. SDFs will be informed, via e-mail, when the
ATR and WSP have been approved. A Grant Claim Form, also available on the Isett Seta
website, will be attached to this e-mail. If you do not use the EMP201 upload facility in Isett’s
On-Line Grant System, this form must be completed and attached to EMP 201 forms of the
corresponding claim period. The claim form, together with the required attachments, must then
be submitted directly to the Isett Seta Finance Department, as per the instructions printed on
the Claim Form. If you use the EMP201 upload facility in Isett’s On-Line Grant System, there is
no need to submit a Grant Claim Form.
Page 17

Isett Seta

Transcription

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