cathsseta sdf training manual skills module · cathsseta sdf training manual skills module author:...

Cathsseta

SDF TRAINING MANUAL

SKILLS MODULE

Cathsseta SDF Training Manual

Skills Module

Author: R Mulaudzi

1. Introduction:

The system has been designed to assist SDFs in capturing WSP and ATR forms on the system.

The manual will address capturing required forms on the Seta Management System.

The manual will also be updated on a regular basis as and when the system is enhanced.

The SDF will also have support from the CATHSSETA Skills Advisors and/or CATHSSETA’s IT consultant.

2. Benefits of the system The system replaces manual filing of WSPs/ATRs and makes it easier for CATHSSETA stakeholders to submit

application forms.

Forms will also be improved and changed on a yearly basis, depending on requirements given to the SETA by

the Department of Higher Education.

3. Registering as a New SDF On the CATHSSETA website: www.cathsseta.org.za or enter the following URL into the address bar: http://196.4.89.14/cdas/theta.asp Click on Stakeholder Login

You will then be directed the Seta Management System Login page Click on the Register as a Skills Development Facilitator option

http://www.cathsseta.org.za/

http://196.4.89.14/cdas/theta.asp


Skills Module

Author: R Mulaudzi

3.1. Capturing your personal details.

Fill in your details on the provided registration form

This includes creating your own username and password (to be used every time when accessing the system)

Click on the Enter Button on the bottom of the page to save your details and continue with Step 2 of the registration process.


Skills Module

Author: R Mulaudzi

The system will confirm the registration give you a summary of your details with the option to Print

You will then have a choice to Print the above document, Cancel Registration or Register an organisation.


Skills Module

Author: R Mulaudzi

3.2. Linking yourself to an Organisation

The second page of the form requires the user to specify which organisations will be linked to the SDF.

At the bottom of the page, click on the Register an Organisation Button

Fill in the L number that you want to link to your profile, in the SDL Number field and click on the Add Button.

Note: To link yourself to an organisation, you must know the organisation SDL Number. This acts a security measure with the concept that if an SDF knows his or her companies SDL number, they are really working for that company. This does not mean that you will get access to the system, just by providing the SDL number…


Skills Module

Author: R Mulaudzi

You will be directed to a questionnaire page, select the appropriate answers and click the Enter Button to save.

3.3. Process After Registration

Once the online registration has been completed, the SDF is required to: Submit a letter of appointment to CATHHSETA. The letter of appointment should contain the newly appointed SDF contact details and I.D. no

and confirmation that they have been appointed by the Organisation as the SDF. This letter should be signed by either/or the M.D, Finance Director & 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.


Skills Module

Author: R Mulaudzi

4. Accessing the System Note: Please note that you must use Internet Explorer. SDFs will need to access the CATHSSETA On-Line System for the following purposes:

To obtain the latest support information relevant to the ATR and WSP for the current year.

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 how much you have been paid

4.1. Logging onto the System

On the CATHSSETA website: www.cathsseta.org.za Click on Stakeholder Login Fill in your Username and Password (This is the username and password you created during the SDF registration)

Select Skills - Current Year from the dropdown menu on the Logon to dropdown and press enter. The below message will appear - click on Yes to continue.

http://www.cathsseta.org.za/


Skills Module

Author: R Mulaudzi

4.2. Forgotten Password

If you have forgotten your logging details:

Click on the button on the Login Screen

Enter Either your Username or ID Number

Enter your email address (Only e‐mail address details as registered on SMS are allowed)

Press the Submit

You will receive an e-mail from [email protected] with your full login details

Once received, log on to SMS.

4.3. SDF Dashboard

Once you are logged on, The Skills Development Facilitators Dashboard will open with the list of all

Organisations linked to the logged on SDF.

From the SDF Dashboard you are able to download the following spreadsheets: OFO Version 9 (For ATR) OFO Version 10 (For WSP) PIVOTAL programming planning and reporting

Dashboard Tools:

mailto:[email protected]


Skills Module

Author: R Mulaudzi

When you click on the link Register or Remove an employer (The system will enable you to delete an

existing an organisation and/or add more organisations).

Click the Red Cross should you need to delete an Organisation.

On the link Edit Skills Development Facilitator Details (System will enable you to edit your SDF Details)

4.4. Accessing the Organisation Information

On the SDF Dashboard, select the Organisation by clicking on the Organisation Name. (SDFs can only access one Organisation at a time)

Only the when the access is Accepted by CATHSSETA, the SDF will have access to the system. When accessing the Organisation Details there are 9 different screens/tabs: Organisation Info, Org Contacts, SDF, WSP Plan & Report, Document Uploads, Training Committee, Grants & Levies, Associate SDF and EMP 201

Note: A Pending login status indicates that the SETA needs to accept your registration before you are granted access to an Organisations Workplace Skills Plan and Annual Training Report forms…


Skills Module

Author: R Mulaudzi

5. Organisation Info Tab


Skills Module

Author: R Mulaudzi

This screen has two columns.

The information on the left column is the information that we receive from the Department of Higher

Education to upload onto the system. This information cannot be updated on the SMS. Should the SDF

notices that the information on this screen is incorrect they have to contact Department of Higher

Education, for them to update the organisations information on their system.

The information on the right which it the THETA Data must be kept up-to-date at all times. Update this

info and click Enter to save.

Also ensure to Update/Capture the banking detail.

The number of employees specified on the Organisation Info Tab will determine which forms the user

must access. (E.G. If the Number of employees in the Organisation Info Tab is less than 50? – the SDF of

that organisation will then only have access to the WSP and ATR forms specially designed for Small Levy

Payers)

*To link more Organisations to the main Organisations – You need to contact the Seta Administrators to

assist with the process.*

Note: All the fields on the THETA Data column needs to be completed else the system will not allow you to access the ATR and WSP tab as the Seta relies on the input of this information for the most recent and updated information…


Skills Module

Author: R Mulaudzi

6. Org Contacts

It is important for the SETA to have the contact details of the persons in the organisation.

The reason for this is to be able to communicate with the relevant people of the organisation when the SETA

wants to send out invitations to workshops or other functions.

This screen/tab is for SDFs to capture people that could be a point of contact, for the CATHSSETA

Administrators.

The Seta usually advise that user captures the organisations CEO, CFO, HR managers etc. This is for in case the

Seta would like to communicate with them. The SDF can capture as many people as they would like.

Note: This tab is available throughout the year to SDFs. If any changes occur, please update this tab as soon as the changes occur...


Skills Module

Author: R Mulaudzi

7. SDF

On this screen the user will be able to see his registration form. The SDF can edit and update their information on this page.

Remember to click on the Enter Button to save changes.

Note: This tab is also available throughout the year to SDFs. If any changes occur, please update this tab as soon as the changes occur...


Skills Module

Author: R Mulaudzi

8. WSP Plan & Report

SDFs will not be able to edit any information on the forms if the due date has passed. Creating New WSP 2011/2012 and ATR 2010/2011 Forms: Click on the Year dropdown box below the Create a new Workplace Skills Plan heading.

Select the year 1 April 2011 – 31 March 2012

Click on the Enter Button The system will add the option to access the forms at the bottom of the page after the last WSP/ATR for the company. And the following information will be displayed for you: Skills year Linked Status Grant Status Due Date of the forms Accepted Date of the forms ATR WSP Print Report Option

Note: This tab is available throughout the year to SDFs. However, while you will be able to access the ATR and WSP forms, as described below, you will not be able to edit any of the data except the data relating to the most current Skills Year during the period between: 1st April and 30th June. In some instances, CATHSSETA may grant access beyond the 30th June, for the purposes of rectifying errors…


Skills Module

Author: R Mulaudzi

8.1. Accessing the Forms

To access WSP Forms – use the Select Button under the WSP

To access ATR Forms – use the Select Button under the ATR

8.2. WSP and ATR common functionalities: Below are the common functionalities that you will come across throughout the WSP and ATR forms.

8.2.1. OFO Codes (Occupational Groups)

Only the following forms have this functionality:

WSP Large Forms: A4; C1; C2 and C5

WSP Small Forms : S1; S3 and S4

ATR Large Forms: D1 and D2

ATR Small Forms: T1 and T2

How it works: Users must select an Occupational Group from the dropdown arrow.

Note: The system does not auto save the information/data, and should there be NO activity on the screen for a few minutes, the system will disconnect and you will need to logon again and recapture the information that you were busy with last, again. Always remember to click on the “Save/Add/Enter” Buttons at the bottom of each of the forms to save the information captured…


Skills Module

Author: R Mulaudzi

The Job title will then automatically populate – select the applicable Job Title.

Should you know the OFO Code – you can capture it on the provided 6 Digit OFO Code field else by

just selecting the Occupational Group and Job title, the system will automatically add the OFO Code

for you when you add the captured information.

8.2.2. Race/Gender and Age Groups Breakdowns

Only the following forms have this functionality:

WSP Large Forms: A4; C1; C2 and C5

WSP Small Forms : S1; S3 and S4

ATR Large Forms: D1 and D2

ATR Small Forms: T1 and T2


Skills Module

Author: R Mulaudzi

How it works:

Once you have selected the Occupational Group/Job Title.

You must then fill in the Race/Gender/Disability and Age information on the provided fields.

Your disability ratio must be included in your Male and Female ratio.

For example: 5 Males + 5 Females = 10 employees of the 10 employees 2 are Disabled. Please

note that disability is not a different race or gender on its own.

Your Age group must be calculated based on the Male and Female totals NOT on Disability.

For Example: 5 Males + 5 Female + 2 Disabled = 10 employees to be specified on the Age

Group (cannot be less or more than the total of Male + Female)

The below message will appear should your Race/Gender and Age Group totals not match:

8.2.3. Edit and Delete

SDFs will be able to edit and delete captured information on all forms on the WSP and ATR

information until the 30 June.

Editing

To edit the information captured, you must click on the Edit Button on the specific saved row

that you want to edit.

Note: For each row: Total Male + Total Female = Age <35 + Age 35-55 + Age >55


Skills Module

Author: R Mulaudzi

The below screen will appear, the only information that they system will allow you to edit is the Race/Gender and Age Group breakdown. Capture the correct number of employees and click on the Save Button to update the information.

Deleting To delete the saved information, you must click on the Delete Button on the specific row you want to

delete.

This will delete only the row you have selected completely from the list.

Note: You cannot edit the Occupational Group – should you have made a mistake on the Occupational group, you must use the delete functionality to delete only the row with the incorrect data and re-capture…


Skills Module

Author: R Mulaudzi

8.3. WSP Forms

To access WSP Forms – use the Select Button under the WSP All the WSP Forms will be displayed.

To access the different forms the SDF will use the Select Button provided next to the form.

8.3.1. WSP Forms for LARGE AND MEDIUM ORGANISATIONS

i. Form A11 – Broad-based Economic Empowerment Compliance

If you Company is BBBEE rated, select Yes and capture the required fields. Click the Enter Button to save


Skills Module

Author: R Mulaudzi

ii. Form A4 – Employment Summary 1 April 2011 – 31 March 2012

The employment summary form allows the SDFs to enter the employment summary of the organisation. Click the Add Button to save


Skills Module

Author: R Mulaudzi

iii. Form B2 – Employees per Provincial Profile 1 April 2011 – 31 March 2012

The SDF needs to capture the staff compliment of the organisation per province. When done, click the Enter Button.


Skills Module

Author: R Mulaudzi

iv. Form B3 – Educational Profile 1 April 2011 – 31 March 2012

These form looks at the different Educational Levels, the user is required to Enter Number of Employees per Description. When done, click the Enter Button.


Skills Module

Author: R Mulaudzi

v. Form C1 – Planned Beneficiary of Training 1 April 2011 – 31 March 2012

Capture all the required details. When done, click the Add Button.


Skills Module

Author: R Mulaudzi

vi. Form C2 – Planned Training – Unemployed 1 April 2011 – 31 March 2012

Capture all the required details. When done, click the Add Button.


Skills Module

Author: R Mulaudzi

vii. Form C3 – Planned ABET Training 1 April 2011 – 31 March 2012

This form will display all ABET levels and the SDF will specify the numbers of learners that need to be trained. If not planning to train on ABET, ensure that the Tick Box on top of the form is Un-ticked. Click Enter when done – to save the captured details.

viii. Form C4 – Annual Skills Priorities from 1 April 2011 – 31 March 2012

Capture the Annual Skills information. Click Add when done.


Skills Module

Author: R Mulaudzi

ix. Form C5 – List of Vacancies that are Difficult to Fill 1 April 2011 – 31 March 2012

SDFs must capture all the required details for the Vacancies that are difficult to fill. See notes/rules at the bottom of the form.


Skills Module

Author: R Mulaudzi

8.3.2. WSP Forms for SMALL ORGANISATIONS

i. Form S1 – Employment Summary 1 April 2011 – 31 March 2012

ii. Form S2 – Educational Profile 1 April 2011 – 31 March 2012


Skills Module

Author: R Mulaudzi

iii. Form S3 – Scarce Skills 1 April 2011 – 31 March 2012

iv. Form S4 – Planned Beneficiaries of Training 1 April 2011 – 31 March 2012


Skills Module

Author: R Mulaudzi

v. Form S5 – Planned ABET Training 1 April 2011 – 31 March 2012


Skills Module

Author: R Mulaudzi

8.4. ATR Forms

To access ATR Forms – use the Select Button under ATR All the ATR Forms will be displayed. To access the different forms the SDF will use the provided Select Button provided next to the form.

8.4.1. ATR Forms for LARGE AND MEDIUM ORGANISATIONS

i. Form D1 – Number of Actual Beneficiaries of Training


Skills Module

Author: R Mulaudzi

ii. Form D2 – Number of Beneficiaries who completed the Training Intervertions

iii. Form D3 – Total Number of Beneficiaries who completed ABET programmes


Skills Module

Author: R Mulaudzi

iv. Form D4 – Varience Report

v. Form D5 – Strategic Skills Priority Report


Skills Module

Author: R Mulaudzi

vi. Form D6 – Learning Programmes

vii. Form E – General Comments


Skills Module

Author: R Mulaudzi

8.4.2. ATR Forms FOR SMALL ORGANISATIONS

i. Form T1 – Actual Beneficiary Training


Skills Module

Author: R Mulaudzi

ii. Form T2 – Cost of Training

iii. Form T3 – ABET Completed


Skills Module

Author: R Mulaudzi

8.5. Submitting WSP and ATR

To submit your WSP and ATR forms you must click on the Submit WSP Button once all the forms have been completed. By default your status will be on pending

8.6. Printing WSP and ATR Reports. The system gives you 3 options on which you can print your reports To print a Combined WSP and ATR Reports – click on the Print Button

To print only the WSP Report – click on the Print WSP Button

To Print only the ATR Report – click on the Print ATR Button


Skills Module

Author: R Mulaudzi

9. Document Uploads

You need to upload the following documents before submitting your ATR 2010/2011 and WSP 2011/2012. Cancelled Cheque Signed Authorisation page Proof of Training

Select the Financial Year for which you will be uploading the documents. Click on the Browse Button, select you document and click Save to attach it.


Skills Module

Author: R Mulaudzi

10. Training Committee

This is where the SDF will capture the details of its companies Training Committee.

Capture the Training Committee Member’s details on the fields provided and click Enter to save

To Delete a Member from this list, click on the Red Cross . To edit information of the Training Committee Member click on the “Edit” button

Note: This form is only applicable to companies with 50 or more employees…


Skills Module

Author: R Mulaudzi

11. Grants and Levies

This screen allows you to trace the levies been paid by the company to the SETA and the Grants that’s been paid be by the SETA to the Organisation.

There are two ways you can view the Grants & Levies information. The Levies paid on one screen and the Grants received in one statement, or, In a Financial Statement Format with the Levies paid on the one side and the Grants received on the other

side.

11.1. Grant Allocation Statement

Note: You must select the financial year of which you want to view the Grants and Levies…


Skills Module

Author: R Mulaudzi

11.2. Levies Received

11.3. Financial Statement Summary

Note: The SDF also has a choice to either print the page or copy to a word document...


Skills Module

Author: R Mulaudzi

12. Associated SDF

This tab displays SDFs whom have once registered to be that specific organisations SDF on the system. This will display the previous SDFs status on the system and also their status in terms of the access they have on the system. The SDF role will also be displayed on this screen.

13. EMP 201

This is where the Proof of Payments made to SARS can be captured.

Attachments of the invoices or documents as proof of payments must also be uploaded on this screen.

Note: Only one SDF can access/capture WSP & ATR on system. This means that there can only one active SDF per organisation. The role contract SDF has limited view un-like the main SDF…


Skills Module

Author: R Mulaudzi

14. POP-UP Blockers

The Seta Management System (SMS) is a web-based system. The system use in some instances Pop-up blocks

to give you an important message.

If your machine does have a pop-up blocker, you will need to turn the pop-up blocker off, only for these pages.

Pop-up blockers can be installed on your machine in at least the following two instances:

1. Windows Internet Explorer settings

2. Google bar /Yahoo bar /Hot bar

To uninstall the above follow the next steps:

1. Windows Internet Explorer settings

Open Internet Explorer

Click on Tools

Select Pop-up Blocker

Select the Turn Off Pop-up Blocker


Skills Module

Author: R Mulaudzi

2. Google Toolbar/ Yahoo bar/ Hot bar

The Google toolbar has its own built in pop-up blocker. To turn the pop-up blocker off you need to uninstall the Google toolbar by following these steps: Click on the Windows Start Button

Select Control Panel

Click on the Add or Remove Programmes option

Scroll down on the list of programmes installed on your PC until you find the Google Toolbar for Internet Explorer application.

Click on the Remove Button, to uninstall this application.

15. System Error

Authentication Errors

This error will appear when the system was left unattended for a period. This is a security feature and will

require the user to re-logon with their username and password:


Skills Module

Author: R Mulaudzi

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cathsseta sdf training manual skills module · cathsseta sdf training manual skills module author:...

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