Stakeholder Manual
00 ETDP SETA: Skills Indicium: Stakeholder Manual
Stakeholder Manual
ETDP SETA: Skills Indicium: SDF Registration,
WSP & ATR 2018/2019, Bulk Import Februay 2018
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Table of Contents
1 VERSION CONTROL ..................................................................................... 3
1.1 Document Details ............................................................................................................ 3
1.2 Revision History .............................................................................................................. 3
2 INTRODUCTION .......................................................................................... 3
2.1 Purpose of this document ................................................................................................. 3
2.2 Terms and Definitions ...................................................................................................... 3
3 TECHNICAL INFORMATION ........................................................................... 3
3.1 Browsers ........................................................................................................................ 3
3.2 Minimum Hardware Requirements ..................................................................................... 3
4 PROCESS ................................................................................................... 4
5 NAVIGATION .............................................................................................. 4
6 ACCESSING INDICIUM ................................................................................. 6
6.1 Indicium Landing Page ..................................................................................................... 6
6.2 Forgotten Password ......................................................................................................... 6
7 SDF REGISTRATION .................................................................................... 8
7.1 Application Details ........................................................................................................... 8
7.2 Organisation Details ...................................................................................................... 13
8 ORGANISATION PROFILE ........................................................................... 17
8.1 Organisation Details ...................................................................................................... 17
8.2 Organisation Contacts .................................................................................................... 22
8.3 Organisation Banking Details .......................................................................................... 25
8.4 Organisation Training Committee Details .......................................................................... 29
8.5 Organisation CFO Details ................................................................................................ 33
9 ANNEXURE II WSPR COMPLETION ............................................................... 36
9.1 Navigation .................................................................................................................... 36 9.1.1 How to get to the forms ............................................................................................ 36
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9.1.2 Note to SDF ............................................................................................................. 38
9.2 Annual Training Report (ATR) Forms ................................................................................ 40 9.2.1 Online Capturing ...................................................................................................... 40
9.2.1.1 Small(Public/Private) ........................................................................................... 40 9.2.1.1.1 Forms ............................................................................................................. 40 9.2.1.1.2 Rules per form ................................................................................................. 41
9.2.1.2 Private ............................................................................................................... 42 9.2.1.2.1 Forms ............................................................................................................. 42 9.2.1.2.2 Rules per form ................................................................................................. 43
9.2.1.3 Public ................................................................................................................ 46 9.2.1.3.1 Forms ............................................................................................................. 46 9.2.1.3.2 Rules per form ................................................................................................. 47
9.2.1.4 PDE ................................................................................................................... 47 9.2.1.4.1 Forms ............................................................................................................. 47 9.2.1.4.2 Rules per form ................................................................................................. 48
9.3 Workplace Skills Plan (WSP) Forms .................................................................................. 48 9.3.1 Online Capturing ...................................................................................................... 48
9.3.1.1 Small (Public / Private) ........................................................................................ 48 9.3.1.1.1 Forms ............................................................................................................. 48 9.3.1.1.2 Rules per Form ................................................................................................ 49
9.3.1.2 Private ............................................................................................................... 51 9.3.1.2.1 Forms ............................................................................................................. 51 9.3.1.2.2 Rules per form ................................................................................................. 52
9.3.1.3 Public ................................................................................................................ 54 9.3.1.3.1 Forms ............................................................................................................. 54 9.3.1.3.2 Rules per form ................................................................................................. 55
9.3.1.4 PDE ................................................................................................................... 56 9.3.1.4.1 Forms ............................................................................................................. 56 9.3.1.4.2 Rules per form ................................................................................................. 57
10 BULK IMPORT ........................................................................................... 58
10.1 Import....................................................................................................................... 58
10.2 Troubleshooting Errors from Exception Report ................................................................ 65
Stakeholder Manual
03 ETDP SETA: Skills Indicium: Stakeholder Manual
1 Version Control 1.1 Document Details Version V0.1
Author Alize Groenewald
Contributors ETDP SETA: Skills Team
1.2 Revision History VERSION DATE BY WHOM CHANGES V0.1 February 2017 Alize Groenewald Original Manual
V0.2 November 2017 Alize Groenewald Changes for ATR 2018/2019 added
V0.3 February 2018 Alize Groenewald NEW OFO Code, WSP Forms 2018/2019 and Bulk Import guidelines added.
2 Introduction 2.1 Purpose of this document The purpose of this document is to ensure that Skills Development Facilitators (SDFs) are equipped with all the information pertaining to the ETDP SETA Indicium system. This will therefore permit the facilitator to register as an ETDP SETA Indicium SDF and will enable the SDF to comply with the submission of the Annexure II WSPR by the legislative due date (30 April 2018).
2.2 Terms and Definitions The following terms are used in this document
# Term / Acronym Definition
1 Indicium Latin for Information – name of the system developed for ETPD SETA.
2 SDF Skills Development Facilitator
3 WSP Workplace Skills Plan
4 ATR Annual Training Report
5 Lookup Field A field containing a set of values to select from, no other values than these can be used
6 Free Text Field This field allows the SDF to enter any text
7 Numeric Field This field allows the SDF to enter only numerical values
9 Alphanumeric Field This field allows the SDF to enter alphabetical as well as numerical values
10 Currency Field This field gets noted in Rand value
3 Technical Information 3.1 Browsers ETDP SETA Indicium is compatible with the following browsers: 1. Internet Explorer
2. Google Chrome
3.2 Minimum Hardware Requirements Minimum requirements for hardware are as follows
Windows 7 or above Service Pack 1 Intel Celeron minimum but Core i-3 or better suggested
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2GB RAM minimum but 4GB suggested At least 20GB free hard drive space Microsoft Office
Adobe PDF reader ADSL or 3G. Dial-up lines are not recommended.
4 PROCESS
5 Navigation To following will assist to navigate the system
# Navigation Screenshot Explanation
1 Dashboard Menu Item
Clicking ‘Dashboard’ will return you to the SDF Dashboard with the list of organisations linked to the SDF profile.
2 Skills Menu Item
Clicking ‘Skills’ will navigate to the submenu
items: Organisation SDF
3 View
Clicking ‘View’ next to, the company name will open the company profile.
4 Organisation Details
Clicking ‘Organisation Details’ will navigate to the selected company details, allowing the SDF to update the company details.
5 Organisation Contact
Clicking ‘Organisation Contact’ will navigate to the section allowing the SDF to add contact information from the company.
6 Organisation Bank Details
Clicking ‘Organisation Bank Details’ will navigate to the section allowing the SDF to add update and confirm the banking details
of the company.
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# Navigation Screenshot Explanation
7 Child Organisations
Clicking ‘Child Organisations will navigate to the section, allowing the SDF to view the
details of the organisations linked to the organisation.
8 Training Committee
Clicking ‘Training Committee’ will navigate
to the section of selected company allowing the SDF to add the details of the members of the companies training committee.
9 Organisation CFO Details
Clicking ‘Organisation CFO Details’ will navigate to the section allowing the SDF to add and update the details of the members
of the companies training committee.
10 Annexure 2 WSPR
Clicking ‘Annexure 2 WSPR’ will navigate to the Annexure 2 WSP forms, allowing the SDF to complete the forms.
11 Annexure 2 WSPR Document Uploads
Clicking ‘Annexure 2 WSPR Document Uploads’ will navigate to the section that will allow the SDF to upload all necessary and compulsory documentation needed for the
submission of the Annexure 2 WSPR.
12 Grants and Levies
Clicking ‘Grants and Levies’ will navigate to
the section that will allow the SDF to view Levies contributed, Grants received and print remittances.
13 Edit
Clicking ‘Edit’ will make certain fields available to the SDF to edit and update.
14 Save
Clicking ‘Save’ will save the information that the SDF changed / updated.
15 Cancel
Clicking ‘Cancel’ will navigate back to the page before it was edited. Changes made by the SDF will not be saved.
16 Create
Clicking ‘Create’ will allow the SDF to create new records for contacts.
17 Remove
Clicking ‘Remove’ will remove the selected record. Once removed the record will be available anymore, nor will the user be able
to restore the removed record.
18 Update
Clicking ‘Update’ will allow the SDF to update
a selected field.
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6 Accessing Indicium 6.1 Indicium Landing Page The ETDP SETA Indicium system can be accessed via the ETDP SETA website www.etdpseta.org.za. The Annexure
II WSPR link will navigate to the ETDP SETA Indicium Landing Page
6.2 Forgotten Password Once the SDF is registered on the system, it is possible to forget one’s password therefore, Indicium has an online ‘forgot password’ functionality. Please follow the following steps if you have forgotten your password.
Step Action / Screenshot
1 The SDF navigates to the ETDP SETA Indicium Seta Management System page.
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Step Action / Screenshot
2 The SDF clicks on the Forgot Password link and add their username. The system will generate an e-mail with a temporary password when the SDF clicks on the ‘Request Password’ button.
2 Use the username and temporary password on the logon page.
3 Indicium will revert the Change Password page for the SDF to update the password to a new password.
Please note the following rules on Creating of Passwords:
# Rule
1 The length of the password must be at least 8 characters long
2 Your password must contain one capital/upper case letter
3 Your password must at least contain one digit number
4 Your password must at least contain a symbol “{\*&%$#@
5 The password expires after 30 days, and the SDF will be required to enter a new password – each 30 days.
The SDF then clicks on the Change Password button to save the password. Indicium will navigate to the logon screen once the password has been successfully changed.
4 Indicium will navigate back to the logon page where the SDF now needs to use the changed password
to logon to the ETDP SETA Indicium system
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08 ETDP SETA: Skills Indicium: Stakeholder Manual
7 SDF Registration This section outlines the registration steps to be followed by the SDF.
NOTE: SDF’s that completed submission online in 2017/2018 do not need to re-register. Only NEW SDF’s need to register.
7.1 Application Details The first phase of the registration is for the SDF to complete their details.
Step Procedure
1 Navigate to the ETDP SETA website
2 Click on the Stakeholder Login link
3 The system will navigate to the ETDP SETA Indicium landing page
4 The user clicks on the SDF Registration link
5 The system presents a Registration window
6 The user confirms that the registration is for a SDF by selecting the SDF option
7 The user clicks on the Registration button
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Step Procedure
8 The user completes the Applicant Details screen by completing the following fields:
# Field Comment
1 ID No Alpha-numeric
2 Alternate ID Type The alternate ID Number is compulsory only when the ID No added is not a South African ID Number. The user will select one of the following:
1 Birth Certificate Number
2 Employee Number
3 None
4 Passport Number
5 Student Number
3 Title The user will select one of the following:
1 Adv
2 Dr
3 Miss
4 Mr
5 Mrs
6 Ms
7 Prof
4 First Name Text Field
5 Middle Name Text Field
6 Surname Text field
7 Initials Populated Field
8 Date of Birth This field populates from the South African ID
Number. Where the ID Number is not a South African ID Number, the user needs to select the date of birth.
9 Gender The user will select one of the following:
1 Male
2 Female
The system completes the Birth Date and Gender once a South African ID is entered.
Where an ID is entered that is not South African the user will need to indicate the alternate ID Type
The system populates the Initials once the First Name and Middle Name is
populated
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Step Procedure
10 Equity The user will select one of the following:
1 Black: African
2 Black: Coloured
3 Black: Indian/Asian
4 White
11 Disability Status The user will select one of the following:
1 Communication (talking, listening)
2 Disabled but unspecified
3 Emotional (behavioral or psychological
4 Hearing (even with a hearing aid)
5 Intellectual (difficulties in learning); retardation
6 Multiple
7 None
8 Physical (moving, standing, grasping)
9 Sight (even with glasses)
12 Home Language The user will select one of the following:
1 Afrikaans
2 English
3 isiNdebele
4 isiXhosa
5 isiZulu
6 Other
7 sePedi (also known as Northern Sotho / Sesotho sa Lebowa)
8 seSotho
9 seTswana
10 siSwati
11 South African Sign Language
12 tshiVenda
13 xiTsonga
13 Nationality The user will select one nationalities listed in this field
The system also allows Alternate ID Numbers to be captured. The system changes the format of the ID Number field to alphanumeric once the user selects and alternate ID, allowing the user to enter an identification number.
The system populates the Municipality, Density and Province based on the Code entered.
The user can populate the postal address with the physical address details by selecting the ‘Use Physical Address for Postal Address option
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Step Procedure
14 Citizen Residential
Status
The user will select one of the following:
1 Dual (SA plus other)
2 Other
3 Permanent Resident
4 South Africa
5 Unknown
15 Socio Economic Status
The user will select one of the following:
1 Employed
2 Unemployed
16 Telephone Number
Numeric Field
17 Cell Phone Number
Numeric Field
18 Fax Number Numeric Field
19 E Mail Valid email address
20 Physical Address The Postal Code must be populated in order for the system to auto populate the Municipality, Density and Province for the physical address
21 Postal Address The Postal Code must be populated in order for the system to auto populate the Municipality, Density and Province for the postal address
The Unit Standards Completed is a lookup field, allowing the SDF to select the Unit Standards completed.
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Step Procedure
22 Highest Education The user will select one of the following:
1 Advanced Certificate
2 Advanced Diploma
3 Apprenticeship / Trade Cert
4 Diploma
5 Further Diploma
6 Further Education and Training Certificate
7 Higher Certificate
8 Honours Degree
9 Masters Degree
10 National First Degree (min 480)
11 National Higher Certificate
12 National Higher Diploma
13 National Masters Degree
14 PG B Deg
15 Post Dip Diploma
16 Post Graduate Diploma
17 Post Basic Diploma
18 Professional Diploma
19 Qual at Nat Sen Cert Level
20 Schl below SenC: not full qual
21 Senior Certificate
22
23 Current
Occupation
Alpha-numeric field
24 Years in Occupation
Numeric field
25 Experience (SDF
Work Experience
Text
26 Unit standards completed
Lookup Field:
Values:
1 115759
2 115753
3 15191
4 12544
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Step Procedure
9 Click on the Save and Proceed button to proceed to the next step. The system test that all compulsory fields are populated and will indicate where compulsory information is missing.
7.2 Organisation Details The second phase is for the SDF to link the organisations they are completing and submitting Annexure II WSPRs
Step Procedure
1 Once the SDF saves their applicant / personal details will the system navigate to the Organisation details page.
2 Search for the organisation by clicking on the magnifying
glass 3 The user will add the L Number for the company that you are
searching for
4 The user will click on the Search button for the system to
search for the company
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Step Procedure
5a Where the company does not exist the system will display a message of ‘No records found’
5b The user will need to add a new / correct L number and
search again
6a The system will return the results should the company exist
for the search criteria used
6b The user will click on the company name
7 The user will click on the Select button to add the company
8 The user will indicate whether the user is acting for the employer by clicking the tick box
9 The user will not tick the tick box if they do not acting for the
employer 10 The user will select the function that they are performing for
the Employer The user will select one of the following:
1 Group of Organisations
2 Single establishment
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Step Procedure
11 The user will indicate the method of appointment
1 Appointed by Employer
2 Other, If Other, please specify
3 Self-appointed
The ‘Self Employed’ option is removed:
12 Where the user selects option 2, the user will need to complete the ‘Other method of appointment’ text box
13 The user will click on the Choose file to upload the signed
Letter of appointment that will be viewed by ETDP in order to approve or reject the SDF registration
14 The user will click on the Upload button to save the letter that needs to be uploaded
15 The system will show a green line once the document has been upload
16 The user needs to click on the upload button again to save
all information captured and uploaded on the system
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Step Procedure
17 The system will the reflect the organisation name, SDL number and letter uploaded
18 The user will repeat step 3 to 17 in the case where the user needs to be linked to more than one company
19 The user will click on Finalise Application button to finalise the SDF registration process
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8 Organisation Profile Once a SDF has access to the Organisation Profile, the SDF will be expected to update the details and ensure that the details on Indicium is correct and current
8.1 Organisation Details
Step Procedure Screenshots
1 Access Indicium system
2 Click on the Skills menu option
3 Click on the Organisation
4 Complete on of the Search criteria
1 Legal Name
2 Trade Name
3 SDL Number
4 SIC Code
5 Click on the Search button
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Step Procedure Screenshots
6a The system must return the search results for the search criteria used
6b Where the system does not find data, the system must display a message ‘No
records found for the search criteria used’
7 Select the company, the system will highlight the record selected
8 Click on the action button
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Step Procedure Screenshots
9 The system must navigate to the Organisation Details
10 To user will click on the Edit button to update Organisation Details
11 The following fields can be updated:
# Field Type
1 Legal Name Text
2 Trade Name Text
3 Organisation Registration Number Type
Lookup
1 Cipro
2 Company Registration Number
3 Department of Social Development
4 Organisation Registration Number
Alpha-numeric
5 Type of Organisation Lookup
1 Private Offering FET
2 Private Offering FET
and HET
3 Private Offering HET
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Step Procedure Screenshots
6 Legal Status / Type of Entity Lookup
1 Close Corporation
2 CBO
3 NGO
4 Other
5 Partnership
6 Pty/Ltd
7 Section 21 Company
8 Sole Proprietor
9 Public Benefit
Organisation (PBO)
10 Non-Profit Organisation (NPO)
11 Trust
7 Partnership Lookup
1 Private
2 Private / Public
3 Public
8 Phone Number Numeric
9 Fax Number Numeric
10 Current SETA Region Lookup
1 Eastern Cape
2 Freestate
3 Gauteng
4 Kwa-Zulu-Natal
5 Limpopo
6 Mpumalanga
7 North West
8 Northern Cape
9 Western Cape
11 Sic Code Description Lookup
12 Chambers Lookup
1 ECD & AETA
2 Research and HET
System validate rules
The system populates the Municipality, Density and Province based on the
Code entered. The user can populate the postal address with the physical address details by selecting the ‘Use Physical Address for Postal Address option
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Step Procedure Screenshots
3 Schooling and Provisioning
4 TVET
13 Number of Employees Numeric
14 Number of Employees (Employment Profile)
Populated
15 Total Annual Payroll for the
end of the Previous Financial year (Subject to SDL)
Numeric
16 SARS Number Numeric
17 Cipro Number Numeric
18 GPS Coordinates Numeric
19 Physical Address
20 Postal Address
21 Use Physical Address for Postal Address
Select
22 Confirm Details Select
The user confirms the Organisation details
12 The user must click on the Save button to save the changes made
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8.2 Organisation Contacts The SDF will be able to update the Organisation Contacts following the next steps:
Step Procedure Screenshots
1 Access Indicium system
2 Click on the Skills menu option
3 Click on the Organisation
4 Complete on of the Search criteria
1 Legal Name
2 Trade Name
3 SDL Number
4 SIC Code
5 Click on the Search button
6a The system must return the search results for the search criteria
used
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Step Procedure Screenshots
6b Where the system does not find data, the system must display a message ‘No records found for the search criteria used’
7 Select the company, the system will highlight the record selected
8 Click on the action button
9 The system must navigate to the Organisation Details
10 The user will select the Organisation Contact sub menu option
11 The system will navigate to the Organisation Contact page
12 The user will click on the Create button to add a new contact
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Step Procedure Screenshots
13 The user will complete the following fields:
# Field Type
1 Title Lookup
2 First Name Text
3 Surname Text
4 Initials Populate
5 Designation Lookup
1 CEO
2 COO
3 Financial Manager
4 HR Manager
5 Other
6 Training Manager
6 Telephone Number Numeric
7 Cell phone Number Numeric
8 Fax Number Numeric
9 E Mail Alpha-numeric
10 Postal Address
14 To save the information the user will click on the Save button
15 To edit information of a contact already added the user will select the contact
16 The user will then click on the Edit button
17 The user will update the information and click on the Save button
to save the information.
18 To remove a contact that is already on the contact details pate the
user will select the contact
19 The user will click on the Remove button
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8.3 Organisation Banking Details The SDF will be required to confirm the banking details of the organisation by following the next steps:
Step Procedure Screenshots
1 Access Indicium system
2 Click on the Skills menu option
3 Click on the Organisation
4 Complete on of the Search criteria
1 Legal Name
2 Trade Name
3 SDL Number
4 SIC Code
5 Click on the Search button
6a The system must return the search results for the search criteria
used
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Step Procedure Screenshots
6b Where the system does not find data, the system must display a message ‘No records found for the search criteria used’
7 Select the company, the system will highlight the record selected
8 Click on the action button
9 The system must navigate to the Organisation Details
10 The user will select the Organisation Bank Details sub menu
option
11 The system will navigate to the Organisation Bank Details page
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Step Procedure Screenshots
13 The user will complete the following fields:
# Field Type
1 Banking Details Upload Choose File
2 Bank Name Lookup
1 ABSA
2 Bank of Athens
3 BOE
4 Boland PKS
5 Capitec
6 City Bank
7 First National
8 First Rand
9 HBZ Bank
10 HSBC
11 Investec
12 MEEG / ABSA
13 Mercantile Lisbon
14 NBS
15 Nedbank
16 Rand Mercantile Bank
17 Reserve Bank
18 Standard Bank
3 Account Number Numeric
4 Account Holder Text
5 Account Type Lookup
1 Credit
2 Current
3 Savings
4 Transmission
6 Branch Name Text
7 Branch Code Numeric
8 Status Numeric
9 Declaration Check box
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Step Procedure Screenshots
14 To save the information the user will click on the Save button
15 To view the uploaded document the user will click on the hyperlink saved in the Latest Banking Details Document Uploaded
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8.4 Organisation Training Committee Details The SDF for organisation with 50 + employees will be required to capture Training Committee details – this is however not a compulsory requirement to submit Annexure II WSPR
Step Procedure Screenshots
1 Access Indicium system
2 Click on the Skills menu option
3 Click on the Organisation
4 Complete on of the Search criteria
1 Legal Name
2 Trade Name
3 SDL Number
4 SIC Code
5 Click on the Search button
6a The system must return the search results for the search criteria
used
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Step Procedure Screenshots
6b Where the system does not find data, the system must display a message ‘No records found for the search criteria used’
7 Select the company, the system will highlight the record selected
8 Click on the action button
9 The system must navigate to the Organisation Details
10 The user will select the Child Organisations sub menu option
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Step Procedure Screenshots
11 The system will navigate to the Training Committee page
13 The user will add a new training committee member by clicking on
the Add Training Committee Members button
14 The user will complete the following fields:
# Field Type
1 Title Lookup
2 First Name Text
3 Surname Text
4 Initials Populated
5 Designation Lookup
1 CEO
2 COO
3 Financial Manager
4 HR Manager
5 Other
6 Training Manager
6 Telephone Number Numeric
7 Cell Phone Number Numeric
8 Fax Number Numeric
9 Email Alpha-numeric
10 Name of Union Text
11 Position in Union Text
15 The user will click on the Save button to save the Training
Committee Member 16 To update a Training Committee Members Details, the user will
highlight the member
17 The user will click on the Update button
18 The user will update the necessary details and click on the Save
button to save the updated information
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Step Procedure Screenshots
19 To Remove a captured committee member the user will highlight the member
20 The user will click on the Remove button
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8.5 Organisation CFO Details The SDF will be required to provide the CFO details of the organisation by following the next steps:
Step Procedure Screenshots
1 Access Indicium system
2 Click on the Skills menu option
3 Click on the Organisation
4 Complete on of the Search criteria
1 Legal Name
2 Trade Name
3 SDL Number
4 SIC Code
5 Click on the Search button
6a The system must return the search results for the search criteria
used
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Step Procedure Screenshots
6b Where the system does not find data, the system must display a message ‘No records found for the search criteria used’
7 Select the company, the system will highlight the record selected
8 Click on the action button
9 The system must navigate to the Organisation Details
10 The user will select the Organisation CFO Details sub menu
option
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Step Procedure Screenshots
11 The system will navigate to the Organisation CFO Details page
13 The user updates the CFO Details by clicking on the Edit button
14 The user will complete the following fields:
# Field Type
1 First Name Text
2 Surname Text
3 Cell Phone Number Numeric
4 Direct Telephone Number Numeric
5 Fax Number Numeric
6 Email Alpha-numeric
15 The user will click on the Save button to save the CFO Details
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9 Annexure II WSPR Completion This section assists the SDF with the completion and submission of the Annexure II WSPR – Annual Reports.
9.1 Navigation To navigate to the Annexure II WSPR forms the steps set out below must be followed:
9.1.1 How to get to the forms
Step Procedure
1 Navigate to the ETDP SETA website
2 Click on the Stakeholder Login link
3 The system will navigate to the ETDP SETA Indicium landing page
4 Enter your user credentials and click on the ‘Login’ button
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Step Procedure
5 The system will open the SDF dashboard
6 Click on the ‘view’ link next to the company that needs a Annexure II WSPR
submission
7 Follow the steps in section 8.1 to confirm the organisation details. This is a
requirement in order for the system to create the Annexure II WSPR forms
8 Click on the ‘Annexure II WSPR’ menu option once the organisation details are
confirmed
9 The system will open the Annexure II WSPR dashboard
# Field Name Field Description
1 Page Heading
2 Hyperlinks Authorization pages
3 Financial Year Lookup Values
1 01 April 2016 – 31 March 2017
2 01 April 2017 – 31 March 2018
3 01 April 2018 – 31 March 2019
4 Form Type Prepopulated according to the 01 April 2017 – 31 March 2018 submission
10 Select ‘01 April 2018 – 31 March 2019’ as the Financial year
11 The system pre-populates the Form type according to the 01 April 2017 – 31 March 2018 submission
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Step Procedure
12 Click on the ‘Create’ button to create the forms for Small Company
13 The system will create a record
14 Click on the ‘View’ button to open the forms created for the company
15 The system will open the forms, there is a ‘Select’ button to access each forms’ details
The system will create the ATR forms based on the WSP
submssion of 2017/2018.
9.1.2 Note to SDF
1 Click on the ‘Select’ button next to each form to open the form 2 Click on the ‘Main Page’ button to navigate to the Annexure II WSPR dashboard
3 Click on the ‘Submit WSP/ATR’ button once the information is captured and information is ready to be submitted.
NOTE: - The system will display a Submit Notification. Pay attention to this notification as this will inform you of any forms still outstanding for
completion.
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- The Grant status will be updated to ‘Submitted ‘once this button is clicked - The Submitted date will be populated by the system with the date on which the Annexure II WSPR is submitted - In order for the SETA to recognise this as a submission, the SDF MUST click on the Submit WSP/ATR button.
Click on the “OK” button to return to the list of forms.
4 It is important to save the information on the forms – click on the ‘Add’ or ‘Save’ button to save your information 5 The ‘Edit’ button on the forms will assist you to make changes to a record that exists – click on the record, click on the ‘Edit’ button, make the changes and
click on the ‘Save’ button to save your changes 6 The ‘Remove’ button on the forms will allow you to remove a record - click on the record, click on the ‘Remove’ button, the system will remove the record 7 The ‘remove All’ button will remove all the records for this form.
8 IMPORTANT: You will NOT be able to recover a record(s) removed. 9 Click on the ‘Print’ button to download the report in PDF format.
10 Click on the ‘Print Authorisation’ hyperlink to only download the Authorisation page. Note that there is a specific Authorisation age per form type. Please ensure that you select the correct one for the forms that was created.
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9.2 Annual Training Report (ATR) Forms 9.2.1 Online Capturing Submission of the Annexure II WSP 2017/2018 requires online capturing of the required forms. Once the forms are created, the information will look as follows for the different form types: 9.2.1.1 Small (Public/Private)
9.2.1.1.1 Forms
# Section Form Name Form Completion
1 Section A Administrative Compulsory
2 Section D1 ATR: Training Done Compulsory
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9.2.1.1.2 Rules per form
# Section Form Name Comments
1 Section A Administrative 1 Ensure that all fields are completed
2 Ensure that banking details are uploaded
2 Section D1 ATR: Training Done 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018
2 The SDF have the following options:
i. Each row can be updated by selecting the row, click on the Edit button,
apply changes and Save the Changes
ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row
iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL of the information
permanently.
iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data.
3 Use the 2015 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional, as the user needs to
complete at least one of the fields before the system allows the user to save
the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White
Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian
Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female]
10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique
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9.2.1.2 Private
9.2.1.2.1 Forms
# Secom Form Name Form Completion
1 Section A Administrative Compulsory
2 Section F1 ATR: Total Training Report Compulsory
3 Section F2 ATR: Training Report - NQF level Compulsory
4 Section F3 ATR: AET Trained Not compulsory
5 Section F4 Report on Impact Not compulsory
6 Section G1 ATR: Pivotal Report Not compulsory
7 Section G2 ATR: Pivotal Training Report - NQF level NOT COMPULSORY FOR MEDIUM BUT COMPULSORY FOR LARGE
8 Section G3 Pivotal Report Impact Not compulsory
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9.2.1.2.2 Rules per form
# Section Form Name Rules
1 Section A Administrative 1 Where information is incorrect, allow to update on page
2 Add a ‘Browse’ field called ‘Proof of banking details’ with a button to allow the user to upload the banking details.
2 Section F1 ATR ATR: Total Training Report 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018
2 The SDF have the following options:
i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes
ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row
iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL of the information
permanently.
iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data.
3 Use the 2015 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional, as the user needs to
complete at least one of the fields before the system allows the user to save
the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] +
[White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian
Female] + [White Female]
9 Combined Male and Female Total = [Total Male] + [Total Female] 10 Age Groups are conditional as at least one of the fields must be populated
11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique 13 The system to populate this form with the information that the SDF captured
on the Section B - Employment Summary 14 The system must allow the users to edit, delete, add new information
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# Section Form Name Rules
3 Section F2 ATR: Training Report - NQF level 1 Use the 2015 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected
4 Section F3 ATR: AET Trained 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018
2 The SDF have the following options: i. Each row can be updated by selecting the row, click on the Edit button,
apply changes and Save the Changes
ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information
for that specific row iii. The SDF will be able to delete all information by clicking on the Remove
All button. NOTE: this action will remove ALL of the information
permanently. iv. The normal process of uploading data through the bulk import
functionality is available for the SDF to re-upload data.
5 Section F4 Report on Impact
6 Section G1 PIVOT
ATR: Pivotal Report 1 The system will populate this form with the information that was submitted on the WSP form for 2017/2018
2 The SDF have the following options:
i. Each row can be updated by selecting the row, click on the Edit button, apply changes and Save the Changes
ii. The SDF can delete the row by selecting the row and click on the Remove button. NOTE: this will permanently remove the information for that specific row
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# Section Form Name Rules
iii. The SDF will be able to delete all information by clicking on the Remove All button. NOTE: this action will remove ALL of the information permanently.
iv. The normal process of uploading data through the bulk import functionality is available for the SDF to re-upload data.
3 Use the 2015 Version OFO Code 4 Populate the Occupational Name when OFO code is selected 5 Populate the Specialization. Alternative Title when OFO code is selected 6 The race / gender breakdown fields are conditional, as the user needs to
complete at least one of the fields before the system allows the user to save
the information. 7 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] +
[White Male] 8 Total Female = [African Female] + [Coloured Female] + [Indian/Asian
Female] + [White Female] 9 Combined Male and Female Total = [Total Male] + [Total Female]
10 Age Groups are conditional as at least one of the fields must be populated 11 Combined Male and Female Total must equal the total of the Age Groups 12 Occupational Name + Specialization / Alternative Title must be unique 13 The system to populate this form with the information that the SDF captured
on the Section B - Employment Summary 14 The system must allow the users to edit, delete, add new information
7 Section G2 ATR: Pivotal Training Report - NQF level 1 Use the 2015 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected
8 Section G3 Pivotal Report Impact
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9.2.1.3 Public
9.2.1.3.1 Forms
# Section Form Name Form Completion
1 Section A Administrative Compulsory
2 Section G1 ATR: Total Training Report Compulsory
3 Section G2 ATR: Training Report - NQF level Compulsory
4 Section G3 ATR: AET Trained Not Compulsory
5 Section G4 ATR: Report on Training Budget Compulsory
6 Section G5 ATR: Report on Additional Training Budget Compulsory
7 Section G6 Impact Report Not Compulsory
8 Section H1 ATR: Pivotal Report Compulsory
9 Section H2 ATR: Pivotal Training Report - NQF level Compulsory
10 Section H3 ATR: Pivotal Expenditure Report Compulsory
11 Section H4 ATR: Pivotal Additional Expenditure Report Compulsory
12 Section H5 Impact Analysis Not Compulsory
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9.2.1.3.2 Rules per form Kindly refer to section 9.2.1.2 for the detailed form rules 9.2.1.4 PDE
9.2.1.4.1 Forms
# Section Form name Form Completion
Section A Administrative Compulsory
Section G1 ATR: Total Training Report Compulsory
Section G2 ATR: Training Report - NQF level Compulsory
Section G3 ATR: AET Trained Not Compulsory
Section G4 ATR: Report on Training Budget Compulsory
Section G5 ATR: Report on Additional Training Budget Compulsory
Section G6 Impact Report Not Compulsory
Section H1 ATR: Pivotal Report Compulsory
Section H2 ATR: Pivotal Training Report - NQF level Compulsory
Section H3 ATR: Pivotal Expenditure Report Compulsory
Section H4 ATR: Pivotal Additional Expenditure Report Compulsory
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# Section Form name Form Completion
Section H5 Impact Analysis Not Compulsory
9.2.1.4.2 Rules per form Kindly refer to section 9.2.1.2 for the detailed form rules
9.3 Workplace Skills Plan (WSP) Forms 9.3.1 Online Capturing
On page 34, step 11 you will note that when you created the 2018/2019 forms, the system automatically populated the form type for the ATR. You need to select the form type for WSP – the system will not automatically populate this.
When you clicked on the view button to access the forms, you will note that there is a section for WSP. Next to the heading is a Form type dropdown field = please select the from type for completing the WSP. 9.3.1.1 Small (Public / Private)
Select ‘Small (Public / Private)’ from the Type of from dropdown list and click on create for the system to create your forms.
9.3.1.1.1 Forms
# Section Form Name Form Completion
1 Section A Administrative Compulsory
2 Section B1 Employment Summary as at 31 March 2018 Compulsory
3 Section B2 Hard-to-fill vacancies Compulsory
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# Section Form Name Form Completion
4 Section C1 Scarce Skills Compulsory
5 Section C2 Critical Skills Compulsory
6 Section D2 WSP: Planned Training Compulsory
7 Section E General Comments Non Compulsory
8 Section F Please upload the Authorisation Page Compulsory
9.3.1.1.2 Rules per Form
# Section Form Name Comments
1 Section A Administrative 1 Ensure that all fields are completed 2 Ensure that banking details are uploaded
2 Section B1 Employment Summary as at 31 March 2018 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 The race / gender breakdown field are condition as the user needs to
complete at least one of the fields before the system allows the user to save the information
5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male]
6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female]
7 Combined Male and Female Total = [Total Male] + [Total Female]
8 Age Groups are conditional as at least one of the fields must be populated 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique
3 Section B2 Hard-to-fill vacancies 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected
3 Populate the Specialization / Alternative Title when OFO code is selected
4 Section C1 Scarce Skills 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected
4 The list of interventions are conditional
5 Section C2 Critical Skills 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected
6 Section D2 WSP: Planned Training 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected
3 Populate the Specialization / Alternative Title when OFO code is selected
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# Section Form Name Comments
7 Section E General Comments
8 Section F Please upload the Authorisation Page 1 This is compulsory for the SDF to submit their Annexure II WSPR 2 When uploaded the system must create a hyperlink to allow users to view the
uploaded file 3 This document will also display on the document uploads tab
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9.3.1.2 Private Select ‘Private’ from the Type of from dropdown list and click on create for the system to create your forms.
9.3.1.2.1 Forms
# Section Form Name Form Completion
1 Section A Administrative Compulsory
2 Section B Employment Summary as at 31 March 2018 Compulsory
3 Section C1 Scarce Skills Compulsory
4 Section C2 Hard-to-fill Vacancies Compulsory
5 Section D1 WSP: Total Planned Training Compulsory
6 Section D2 Critical Skills Compulsory
7 Section D3 WSP: Planned AET Compulsory
8 Section H General Comments Compulsory
9 Section J Please upload the Authorisation Page Compulsory
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9.3.1.2.2 Rules per form
# Section Form Name Rules
1 Section A Administrative 1 Where information is incorrect, allow to update on page
2 Add a ‘Browse’ field called ‘Proof of banking details’ with a button to allow the user to upload the banking details.
2 Section B Employment Summary as at 31 March 2018 1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected
4 The race / gender breakdown field are condition as the user needs to complete at least one of the fields before the system allows the user to save
the information 5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] +
[White Male] 6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian
Female] + [White Female]
7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated 9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique
3 Section C1 Scarce Skills 1 Use the 2017 Version OFO Code
2 Populate the Occupational Name when OFO code is selected
3 Populate the Specialization. Alternative Title when OFO code is selected
4 Section C2 Hard-to-fill Vacancies 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected 3 Populate the Specialization. Alternative Title when OFO code is selected
5 Section D1 WSP: Total Planned Training NOTE: The WSP Pivotal Training is now part of this form.
1 Use the 2017 Version OFO Code 2 Populate the Occupation Name when OFO code is selected 3 Populate the Specialization / Alternative Title when OFO code is selected 4 The race / gender breakdown field are condition as the user needs to
complete at least one of the fields before the system allows the user to save the information
5 Total Male = [African Male] + [Coloured Male] + [Indian/Asian Male] + [White Male]
6 Total Female = [African Female] + [Coloured Female] + [Indian/Asian Female] + [White Female]
7 Combined Male and Female Total = [Total Male] + [Total Female] 8 Age Groups are conditional as at least one of the fields must be populated
9 Combined Male and Female Total must equal the total of the Age Groups 10 Occupational Name + Specialization / Alternative Title must be unique
6 Section D2 Critical Skills 1 Use the 2017 Version OFO Code 2 Populate the Occupational Name when OFO code is selected
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# Section Form Name Rules
3 Populate the Specialization. Alternative Title when OFO code is selected
7 Section D3 WSP: Planned AET
8 Section H General Comments
9 Section J Please upload the Authorisation Page 1 This is compulsory for the SDF to submit their Annexure II WSPR 2 When uploaded the system must create a hyperlink to allow users to view the
uploaded file 3 This document will also display on the document uploads tab
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9.3.1.3 Public Select ‘Public’ from the Type of from dropdown list and click on create for the system to create your forms.
9.3.1.3.1 Forms
# Section Form Name Form Completion
1 Section A Administrative Compulsory
2 Section B1 WSP: Training Budget Compulsory
3 Section B2 WSP: Additional Training Budget Compulsory
4 Section C Employment Summary as at 31 March 2018 Compulsory
5 Section D1 Scarce Skills Compulsory
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# Section Form Name Form Completion
6 Section D2 Hard to Fill Vacancies Compulsory
7 Section D3 WSP: Total Planned Training Compulsory
8 Section E1 Skills Development Objectives Compulsory
9 Section E2 Skills Development Priorities Compulsory
10 Section E4 Critical Skills Compulsory
11 Section E5 WSP: Planned AET Compulsory
12 Section F3 WSP: Pivotal Plan: Training Budget Not Compulsory
13 Section I General Comments Compulsory
14 Section J Please upload the Authorisation Page Compulsory
9.3.1.3.2 Rules per form Refer to section 9.3.1.2 for the detailed form rules
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9.3.1.4 PDE Select ‘PDE’ from the Type of from dropdown list and click on create for the system to create your forms.
9.3.1.4.1 Forms
# Section Form name Form Completion
1 Section A Administrative Compulsory
2 Section B1 – 3 WSP: Training Budget Compulsory
3 Section B4 WSP: Additional Training Budget Compulsory
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# Section Form name Form Completion
4 Section B5.1 Budget Summary: Institution Based Teachers Compulsory
5 Section B5.2 Budget Summary: Office-based Educators Compulsory
6 Section C Employment summary as at 31 March 2018 Compulsory
7 Section D1 Scarce Skills Compulsory
8 Section D2 Hard to Fill Vacancies Compulsory
9 Section E1 Skills Development Objectives Compulsory
10 Section E2 Skills Development Priorities Compulsory
11 Section E3 Critical Skills Compulsory
12 Section E4 WSP: Planned AET Compulsory
13 Section E5 WSP: Total Planned Training Compulsory
14 Section F3 WSP: Pivotal Plan: Training Budget Compulsory
15 Section I General Comments Compulsory
16 Section J Please upload the Authorisation Page Compulsory
9.3.1.4.2 Rules per form
Refer to section 9.3.1.2 for the detailed form rules
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10 Bulk Import
10.1 Import On the specific forms with the bulk import functionality, please follow the steps as outlined below. The main reasons for bulk import is to assist the SDF with a
large number of employees to complete the information on a manual excel template offline and then upload it onto Indicium once all information has been gathered and completed on the excel template.
Step Procedure
1 Go to the relevant form, for example Section B: Employment Summary as at 31 March 2018
2 The Bulk Import button are next to the add button. The following screen will
appear once you click on the Bulk import button
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Step Procedure
3 Click on Download Excel Template The system will download the document at the bottom of the screen.
4 Open the excel template, if requested on top - click on enable editing
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Step Procedure
5 IMPORTANT NOTES: The spreadsheet will have one (1) rows on top with headings as per the
form. This must be left as is
The user must start at line 4 when capturing data
6 Please use ONLY the values in the drop downs where applicable – any other
values will not be allowed during the import.
All valid values on the drop downs can be seen on worksheet 2. The dropdown list
will contain the information relevant to that specific section on Indicium. The template allows the user to ‘copy and paste’ ONLY where the specified values are used as per the Drop down List
7 Ensure that the race, age and gender breakdowns correspond
8 Ensure that the Specialization code matches the OFO code
9 Once the sheet is completed with all data it can be uploaded /imported into the
system at the required form type
Save your excel sheet on your desk top or under your
documents
Go back into the system
Open up the specifc form
Click on bulk import (as per steps 1 and 2)
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Step Procedure
10 Click on choose file
11 Search for the document from your documents on your computer
12 Click on the document, and then click on open
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Step Procedure
13 Note: Wait for the document to be highlighted in green – this will mean the doucment is successfully attached
14 If you get a red highlight, the document is not attached correctly. And the process
needs to be repeated
15 Click on import (If green)
16 Note: Some excel templates will have 1000’s of rows of data. Depending on the
amount of data the system will take either 5 seconds or a minute or two, please remain patient. Please don’t click, click. Wait Please also have a look at the top right hand corner
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Step Procedure
17 The screen will dissappear and the user will see a system generated report which can be downloaded to see which files have notbeen successfully imported. If the
file is clear – all data has been uploaded and the data will appear.
18 Click on the excel sheet (Hyper link)
19 The sheet will download for the SDF to open
20 Sheet is blank – only the row headings are displaying – this shows all the data has
been successfully imported and there are no error messages
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Step Procedure
21 Only those records with an error can be redone and reimported. In the example the import status shows Import file Row 4 Error on record and it shows the
error description Selected Specialization/ Alternate title is not linked to the selected Occupational code
22 Correct line 4 – ensure the OFO code and Sepcialisation matches and reimport
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10.2 Troubleshooting Errors from Exception Report
Step Procedure
1 After every import done on forms. A report is generated with a list of records that did not successfully import
2 Error types:
Race Gender Totals does not match Age Group Totals
An error means that you have captured number per demographic and gender
but have not divided the number into age groups.
If you have captured 10 Coloured Males on a row, you have to state how
many in age group e.g.
Age Group - Less than 35= 4
Age Group - 35 to 54= 4
Age - Above 55 = 2 this will give you a total of 10 per age
3 Municipality does not exist This error means that the municipality for the record does not exist on
dropdown list of municipality.
It mostly caused by the value being copied and pasted from another excel
sheet or word document.
To overcome the error kindly use values only available on relevant
spreadsheet
4 OFO code occupation does not exist This error means that OFO code for the record does not exist on dropdown
list of OFO code occupations.
It mostly caused by the value being copied and pasted from another excel
sheet or word document.
To overcome the error kindly use values only available on relevant
spreadsheet to upload.
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Step Procedure
5 OFO code and Specialization matches This error means that OFO code and specialization does not match. Please
use the correct specialization per OFO code.
It mostly caused by the value being copied and pasted from another excel
sheet or word document.
To overcome the error kindly use values only available on relevant
spreadsheet to upload.
6 When there is an unhandled exception error This could be caused by the template being imported is not exactly the same
template with exactly the same headings and format as per the system
template. Please copy your data exactly into the ETDPSETA template and try
again to import. Please look for hidden columns as well on your data
templates