ibs – training provider user manual v2 - services seta manual sdp 2.0.pdf · ibs user manual –...

Privileged and Confidential

IBS – Training Provider User

Manual v2.0

2017

For External Use

SERVICES SETA

IBS User Manual – Training Provider

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

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

2 Register a User ................................................................................................................................ 3

2.1 User Registration..................................................................................................................... 3

2.2 Register a User ........................................................................................................................ 3

2.3 User Account Activation ......................................................................................................... 4

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

3 Enrol a New Learner ........................................................................................................................ 6

3.1 Learner Details ........................................................................................................................ 6

3.2 Qualification Enrolment .......................................................................................................... 9

3.3 Unit Standards ...................................................................................................................... 12

3.4 Skills Program ........................................................................................................................ 15

3.5 Enrolments Overview ............................................................................................................ 17

4 Prepare And Send List Of Achievements For A Site Visit .............................................................. 19

4.1 Prepare for Site Visit (Individual Learner) ............................................................................. 19

4.1.1 Qualification Enrolment ................................................................................................ 21

4.1.2 Unit Standards............................................................................................................... 23

4.2 Prepare for Site Visit (Group Achievements) ........................................................................ 24

4.2.1 Mark for Site Visit.......................................................................................................... 25

4.3 Send List for Site Visit ............................................................................................................ 29



1 Introduction

Integrated Business System was developed to help Services SETA facilitate the following:

i. Allows Training Providers to register on IBS System.

ii. Then capture Learner Enrolments and Achievements.

iii. Send a List of Learners for Services SETA to conduct External Moderation.

Below is the URL to access the application:

Application Name Integrated Business System

URL http://ibs.serviceseta.org.za/ibs

Recommended Supported • Google Chrome

• Mozilla Firefox

• Apple Safari

• Microsoft Edge

Support Email Address [email protected]

http://ibs.serviceseta.org.za/ibs

mailto:[email protected]



2 Register a User

This section demonstrates and explains how a Training Provider (TP) can gain access to IBS and start

capturing Learner Enrolments, Achievements and Prepare for External Moderation.

2.1 User Registration

A user needs to Register on the system as a Training Provider before gaining access to the following

key features:

i. Register a Learner.

ii. Enrol a Learner,

iii. Exit a Learner

iv. Prepare a List for External Moderation, then

v. Send the List to Services SETA for External Moderation

2.2 Register a User

i. A user must complete information shown in the screen below and click the Register button to

register as a user.



ii. Once the registration information is successfully captured, the application will redirect you to

the login screen.

2.3 User Account Activation

i. An email with an activation link is then sent to an applicant as indicated in the email below:

NB: Please note that the user cannot login until their account has been successfully

activated.



2.3.1 User Login

i. A user will then have to go to the Login page of IBS to successfully activate the account. The

Training Provider continues to enter their login details. The user then clicks on the Login

button to proceed.

ii. On Successful loging the user should then be presented with the Menu shown in the picture

below:



3 Enrol a New Learner

i. This process allows the TRAINING PROVIDER to enroland exit learners on IBS. the user can add

important information related to the learner, such as the learner’s personal details and the

learneing units that the learner is enrolled for.

3.1 Learner Details

i. Login as a Training Provider, and the system will authenticate and authorize then display a

landing page; when the login was successful. On the page, the user navigates to Enrolments

under the Provider menu tab, as below:



ii. The system will navigate to the learner overview page. To Enrol a new Learner, click on the

Enrol New Learner button, as pictured below:

iii. Then populate the screen below with Learner information and then scroll further down to

capture contact details.

Should the TRAINING PROVIDER attempt to click on Save with mandatory information missing, the

system will highlight the missing data in RED as below:

iv. The user then continues to enter the necessary learner information as below:



iv. Once all the information required has been captured, the user clicks on the Save button to

proceed. The system will then generate a success message in Green and the learner profile,

as below:



3.2 Qualification Enrolment

i. After successfully saving the new learner profile, the user need to capture the learning units

related to the learner. To do this, the TRAINING PROVIDER needs to click on the Qualification

tab to navigate to the qualifications page, as below:

Should the TRAINING PROVIDER attempt to click on Add with mandatory information missing, the

system will highlight the missing in a pop-up notification, as below:



ii. Once all the information has been captured, the Training Provider should click on the Add

button, the system will generate a success notification. The user clicks on the OK button and

the learner’s Qualification will be part of the Qualification grid as shown below:

iii. The Qualification page grid provides the user with the following information:

a. Qualification ID - the unique, SAQA registered qualification identifying number;

b. Enrolment Start Date – the date when the learner is enrolled on the captured

qualification;

c. Achievement Status – the current state of the learner in relation to the

Qualification;

d. Achievement Type – the mode of learning adopted for the learning unit;

e. End Date – the learner’s learning unit completion date;



f. Assessor ID – the identification number of the Assessor responsible for the

qualification;

g. Moderator ID - the identification number of the Moderator responsible for the

qualification;

h. Total Credits – the total number of credits related to the qualification captured;

i. Achieved Credits – the number of credits that the learner has accumulated to

date;

j. Edit button – clicking on this button allows the TRAINING PROVIDER to amend the

learning unit information.

a. Once the necessary information is edited, the user clicks on the Cancel button

to abort the editing process, and clicks on the Save to proceed.

b. The system then generates a success message as below:



3.3 Unit Standards

i. This tab allows the TRAINING PROVIDER to capture Unit Standards that are linked to

the learner. To capture unit standards for the learner, the user clicks on the Unit

Standards tab and the system will open the page as below:

ii. The page is divided into two sections; the top section which has data entry fields

which are:

a. Qualification – the qualification that the unit standard falls under;

b. Unit Standard – the related unit standard to be added to the learner;

c. Enrolment Date – the date of learning unit commencement;

d. Achievement Date – the projected date of completion for the unit standard

captured;

e. Achievement Type – The Unit Standard’s mode of delivery;

f. Achievement Status – the learner’s Unit Standard progress indicator;

g. Assessor ID – the identification number of the Assessor responsible;

h. Moderator ID – the identification number of the Moderator responsible;

i. Add button – this button allows the user to add the unit standard information

onto the learner’s profile.





iii. The user clicks on the OK button on the pop-up message and continues to capture the

Unit Standard related information. After the Add button is clicked, the system

generates a success message to notify the user, as below:

iv. The successfully captured data is then populated in the bottom section of the page as

below:



v. The Unit Standard Grid provides the TRAINING PROVIDER with the following

information:

a. Unit Standard ID – the unique SAQA registered Unit Standard number;

b. Qualification ID – the unique SAQA registered Qualification number;

c. Enrolment Start Date – the date of learning unit commencement;

d. Achievement Status – the learner’s Unit Standard progress indicator;


f. End Date – the projected date of completion for the unit standard captured;



i. Edit button – this button allows the user to amend the added Unit Standard

information. Clicking on this button opens the Unit Standard edit pop-up page

as below:

a. Clicking on the Cancel button aborts the editing process, and the Save button

contuse to capture the changes made to the Unit Standard information and

generates a success message as below:



3.4 Skills Program

i. This tab allows the TRAINING PROVIDER to capture Skills Program related

information. The user clicks on the Skills Program tab and the system will generate

the data entry and grid, as below:

ii. The page is divided into two sections; the top section which has data entry fields

which are:

a. Unit Standard – the Skills Program related unit standard to be added to the

learner profile;

b. Enrolment Date – the date of learning unit commencement;

c. Achievement Date – the projected date of completion for the unit standard

captured;

d. Achievement Type – The Unit Standard’s mode of delivery;

e. Achievement Status – the learner’s Unit Standard progress indicator;

f. Assessor ID – the identification number of the Assessor responsible;

g. Moderator ID – the identification number of the Moderator responsible;

h. Add button – this button allows the user to add the unit standard information

onto the learner’s profile.





iii. The user clicks on the OK button on the pop-up message and continues to capture the

Unit Standard related information. After the Add button is clicked, the system

generates a success message to notify the user, as below:

vi. The successfully captured data is then populated in the bottom section of the page

below:

vii. The Unit Standard Grid provides the TRAINING PROVIDER with the following information:


b. Enrolment Start Date – the date of learning unit commencement;

c. Achievement Status – the learner’s Unit Standard progress indicator;

d. Achievement Type – The Unit Standard’s mode of delivery;

e. End Date – the projected date of completion for the unit standard captured;

f. Assessor ID – the identification number of the Assessor responsible;

g. Moderator ID – the identification number of the Moderator responsible;



3.5 Enrolments Overview

i. To view the successfully enrolled learners, the TRAINING PROVIDER navigates to the

Enrolments tab in the Provider menu. This will open the Enrolments Overview page,

as below:

ii. The page is divided into two sections; the top section which has the:

a. Enrol New Learner button – allows the user to capture a learner on IBS;

b. Search Learner button – once clicked, the button allows the user to find a

particular learner as below:



c. The user enters the Identity Number of the learner and clicks on the Search

button to find the record, which is populated in the grid as below:

i. The bottom section/Grid provides the user with the following data:

a. National ID – the unique Identification Number of the learner;

b. First Name – The name of the learner;

c. Surname – the learner’s last name;

d. ID Type – the type of identification of the learner;

e. Select button – clicking on this button navigates the user to the

learner’s profile page, as below:

iii. Clicking on the View button (pictured below) in the Enrolments Overview page also

opens the Learner Profile page, as above:



4 Prepare And Send List Of Achievements For A Site Visit

4.1 Prepare for Site Visit (Individual Learner)

i. This portion of IBS allows the Provider to change the Achievement Status of the

learners to Achieved, Prepare the list of learners and Send to the Services SETA for a

Site Visit.

ii. To prepare the list of Achieved learners to the SSETA for a Site Visit, the user must log

into IBS using their registered credentials, navigate to the Enrolments Overview page

by clicking on the Enrolments menu under the Provider tab, as below:

iii. Once the TRAINING PROVIDER has clicked on the Enrolments dropdown option, the

system loads the provider linked Enrolments Overview page, as below:

iv. On the page, the SSP can either click on the View button alongside each learner on

the grid to see the learner’s profile, or they can click on the Search Learner button to

find a particular learner. The system will generate a new window as below:



a. The user enters the Identity Number of the learner and clicks on the Search

button to find the record, which is populated in the grid as below:

i. The Grid provides the user with the following data:

f. National ID – the unique Identification Number of the learner;

g. First Name – The name of the learner;

h. Surname – the learner’s last name;

i. ID Type – the type of identification of the learner;

j. Select button – clicking on this button navigates the user to the

learner’s profile page, as below:



4.1.1 Qualification Enrolment

i. Once in the learner profile, the TRAINING PROVIDER clicks on the Qualification

Enrolment tab to change the Achievement Status of the learner, as below:

ii. The Qualification page grid provides the user with the following information:

a. Qualification ID - the unique, SAQA registered qualification identifying number;

b. Enrolment Start Date – the date when the learner is enrolled on the captured

qualification;

c. Achievement Status – the current state of the learner in relation to the

Qualification;

d. Achievement Type – the mode of learning adopted for the learning unit;

e. End Date – the learner’s learning unit completion date;

f. Assessor ID – the identification number of the Assessor responsible for the

qualification;

g. Moderator ID - the identification number of the Moderator responsible for the

qualification;

h. Total Credits – the total number of credits related to the qualification captured;

i. Achieved Credits – the number of credits that the learner has accumulated to

date;

j. Edit button – clicking on this button allows the TRAINING PROVIDER to amend the

learning unit information.



k. On the Edit menu, the user navigates to the Achievement Status field (as pictured

above) to select the Achieved option on the menu. Once done, the user clicks on

the Save button to complete the process. The system will generate a success

message as below:

l. Once the record is saved successfully, the system update the Achievement Status

of the learner to Achieved in the grid, as below:



4.1.2 Unit Standards

i. This tab allows the user to change the learner’s Unit Standard to achieved. The

TRAINING PROVIDER must click on the Unit Standards tab to view and edit the

learning unit status, as below:

ii. The Unit Standard Grid provides the TRAINING PROVIDER with the following

information:


b. Qualification ID – the unique SAQA registered Qualification number;

c. Enrolment Start Date – the date of learning unit commencement;

d. Achievement Status – the learner’s Unit Standard progress indicator;


f. End Date – the projected date of completion for the unit standard captured;



i. Edit button – this button allows the user to amend the added Unit Standard

information. Clicking on this button opens the Unit Standard edit pop-up page

as below:



j. On the Edit menu, the user navigates to the Achievement Status field (as

pictured above) to select the Achieved option on the menu. Once done, the

user clicks on the Save button to complete the process. The system will

generate a success message as below:

k. The user repeats the process above for all the Unit Standards that the learner

has completed. The Achievement Status in the grid is then updated

accordingly, as below:

4.2 Prepare for Site Visit (Group Achievements)

i. To start building a list of achieved learners that are ready to be verified and checked on a

Site Visit by the moderation team, on the Enrolments Overview page the user must



navigate to the Qualifications, the Unit standards or the Skills Program tab and select the

achieved learners to be compiled for site visit, as below:

ii. The Qualification page grid provides the user with the following information:

a. National ID – The Achieved Learner’s Identity Number;

b. Qualification ID - the unique, SAQA registered qualification identifying number;

c. Enrolment Start Date – the date when the learner is enrolled on the captured

qualification;

d. Achievement Status – the current state of the learner in relation to the

Qualification;

e. Achievement Type – the mode of learning adopted for the learning unit;

f. End Date – the learner’s learning unit completion date;

g. Assessor ID – the identification number of the Assessor responsible for the

qualification;

h. Moderator ID - the identification number of the Moderator responsible for the

qualification;

i. LA Number – the learner’s unique Achievement Number;

j. Created By – the user profile that created the learner record;

k. Last Updated – the user profile that was last to upfate the learner record;

l. Select Checkbox – highlights the selected qualification for a Site Visit, as below:

4.2.1 Mark for Site Visit

i. Once the achievements under the Qualifications, Unit Standards or Skills Programs have

been highlighted, the Mark as Achieved and Mark for Site Visit buttons will be active (as

above).



ii. Should the TRAINING PROVIDER be satisfied with the selected learning units, the user

clicks on Mark for Site Visit button on each tab. The system will generate a notification

for the user as below:

iii. Clicking on the Cancel button will abort the process, and clicking on the Yes button will

proceed with the marking of selected achievements as ready for a site visit. The system

then generates a suceess message as below:

iv. If no achievements are selected then the Mark for Site Visit button will not be active, as

below:



v. The system compiles the achievements and builds a file ready to be emailed to the SETA

with the learners compiled in the list of those ready for a site visit.

vi. The same compilation can be done under the Unit Standards tab, as seen below:

vii. Clicking on the Mark For Site Visit button prompts the system to provide the user with a

notification as below:

viii. Clicking on Cancel aborts the process and clicking on Yes proceeds to mark the selected

records for a Site Visit.

ix. The system then generates a success message as below:



x. Skills Programs lists can also be marked for a Site Visit for the TRAINING PROVIDERs that

are accredited for them, as below. The user follows the same process as Qualifications

and Unit Standards.



4.3 Send List for Site Visit

i. Once the user is satisfied and has completed the list of achievements, the next thing is to

send the records to the SETA and that is done by clicking the Send List for Site Visit button

on the right hand corner, as below:

ii. Once the Send List For Site Visit button has been clicked, the system displays the success

message below:

iii. An email with an attachment of the achievements is then emailed to the SETA.



iv. Below is a sample of the attachment that is mailed to the SETA with the list of learners

ready for a site visit:

ibs – training provider user manual v2 - services seta manual sdp 2.0.pdf · ibs user manual –...

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