Reporting Period. January 2019 – 31 December 2019 for ATR January 2020 – 31 December 2020 for WSP

Workplace Skills Plan and Annual Training Report System Manual for Medium and Large Employers with 50+ Employees.

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Contents A. How to access the system. ...............................................................................................................2

B. How to recover your password. .......................................................................................................2

C. How to login to the system. .............................................................................................................2

D. How to update company details, contact person details, Training committee and CFO details. .3

E. How to create a new financial year. ................................................................................................5

F. How to upload data to the WSP/ATR forms. ..................................................................................6

G. How to upload data using the live system. .....................................................................................6

H. How to complete and upload data using the bulk import facility. .................................................8

I. List and description of the Annual Training Report for small firm forms: 1st January 2019 - 31st

December 2019 ..................................................................................................................................... 10

1. ATR form 1: Trained Beneficiaries Report ................................................................................. 10

2. ATR form 2: Learning programmes report ................................................................................. 10

3. ATR form 3: Variance report ...................................................................................................... 10

4. ATR form 4 Trained Adult Education Training (AET) .................................................................. 10

5. ATR form 5A: Hard to fill vacancies. ........................................................................................... 10

6. ATR form 5B: Skills Gaps: ........................................................................................................... 10

7. ATR form 6: PIVOTAL Trained Beneficiaries. .............................................................................. 10

J. List and description of a Workplace Skills Plan for small firm forms: 1st January 2020 - 31st

December 2020 ..................................................................................................................................... 10

1. WSP form 1: Skills Development Consultation and Planning. ................................................... 10

2. WSP form 2: Current employment profile. ................................................................................ 10

3. WSP form 3: Highest Education profile...................................................................................... 10

4. WSP form 4: Provincial Breakdown ........................................................................................... 10

5. WSP form 5: Planned Beneficiaries of Training Plan ................................................................. 10

6. WSP form6: Planned Adult Education Training (AET) Plan ........................................................ 11

7. WSP form7: PIVOTAL Planned beneficiaries plan. ..................................................................... 11

K. How to download the annual training report, workplace skills plan and the authorisation page.

............................................................................................................................................................... 11

L. How to upload WSP/ATR documents. .......................................................................................... 11

M. How to locate the submit button. ............................................................................................ 12

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A. How to access the system. 1. Visit our website: www.inseta.org.za. 2. Click login.

B. How to recover your password. 1. Click forgot password to recover your

password. 2. Type in your username. 3. Click request password. The system will send an email with your temporary password to use and prompt you to change it to your desired password after login with the temporary password.

C. How to login to the system. 1. Type in your username and

password. 2. Click login.

3. Highlight primary SDF. 4. Click select role.

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D. How to update company details, contact person details, Training committee and CFO details.

1. Highlight any previous submission or any company profile to view the details.

2. Click on the magnifier glass.

3. Click Edit to update the organisation

details.

4. Click on the tick box to confirm

details. 5. Click Save.

6. Click on organisation contact to move

to the next screen.

7. Click on create to add a new

organisation contact. 8. Highlight and click on edit to make

changes to the created record. 9. Highlight and click remove to delete

record. 10. Confirm details and click save. One cannot be the primary SDF and organisation contact person at the same time.

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11. Click on Child organisation to move to the next screen.

12. Verify if all your child companies are

linked correctly then confirm details and click save.

13. If you have no child companies confirm and click save.

14. Click on training committee to move

to the next screen.

15. Click add training committee

members to add new members.

16. Highlight the member’s record to

remove or delete the entry. 17. Tick confirm details box. 18. Click save.

19. Click on Organisation CFO details to

move to the next screen.

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20. Click Edit to update the information of the Chief Executive Officer or any person dealing with your company finances.

21. Confirm details and click save.

22. Click approved SDF’s to move to the

next screen.

23. This screen gives you a brief

breakdown of who is your primary or secondary skills development facilitator.

E. How to create a new financial year. 1. Click WSP & ATR Forms to move to

the next screen.

2. Choose the current financial year

April 2020 – March 2021. 3. Choose the company size

(Medium/Large). 4. Click on View SSP Document.

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5. Download SSP on the link provided. 6. Click the tick box to confirm. 7. Click Save.

F. How to upload data to the WSP/ATR forms. 1. Highlight the current financial year. 2. Click View to start uploading

WSP/ATR data.

3. Click Select to view the form.

G. How to upload data using the live system. 1. Click the magnifier glass to search for

OFO code occupations by occupation name or occupation code.

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2. Type in the key word. 3. Click search 4. Highlight the correct OFO code

occupation. 5. Click select.

6. Click on the magnifier glass to search for OFO code specialisations by specialisations name or specialisations code.

7. Click search to display all the OFO code specialisations that are linked to the OFO code occupations.

8. Highlight the correct OFO code specialisations option.

9. Click select.

10. Click on the drop-down arrow to choose the scarce and critical skills linked to training.

11. Click on the drop-down arrow to choose the intervention linked to training.

12. Click on the drop-down arrow to choose the NQF level linked to training.

13. Indicate the source of funding by typing the total amount spent on this training.

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14. Click on other country if you have trained learners who are not South African citizens to select their country of Origin.

15. Non-South African citizens’ gender should only be reported under OTHER male or OTHER female.

16. South African citizens should be reported under Black male/Female, Coloured male/Female, Indian male/female and White male/female.

17. Indicate their age by typing the number of learners under the correct age breakdown category.

18. Click add to save the form.

H. How to complete and upload data using the bulk import facility. 1. Click bulk import. 2. Click Download excel template. 3. Save the excel template on your

computer. 4. Complete the excel the template.

5. Click choose file to upload the excel

template back to the system. 6. Locate the excel template on your

computer and click open. 7. Wait for the green colour and click

import.

8. The system will generate an exception report.

9. Click on it to verify if all your records were successfully loaded.

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10. Click back to WSP/ATR forms menu to go back to the main forms.

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I. List and description of the Annual Training Report for small firm forms: 1st January 2019 - 31st December 2019

1. ATR form 1: Trained Beneficiaries Report This form requires employers to report on the number of employees that were trained in your company in the previous financial year. Report both credit and non-credit bearing interventions.

2. ATR form 2: Learning programmes report This form requires employers to report on the name of programmes that your employees were trained on in the previous financial year. Report both credit and non-credit bearing programmes.

3. ATR form 3: Variance report This form compares the planned beneficiaries plan for the previous year’s submission against the trained beneficiaries report for the current year’s submission. Employers are only required to state reasons provided they have trained less than what was planned for.

4. ATR form 4 Trained Adult Education Training (AET) This form requires the employers to report on the training interventions conducted to assist employees who hold a qualification that is below NQF level 4 (Grade 12) to attain a qualification that is at NQF level 4.

5. ATR form 5A: Hard to fill vacancies. This form requires employers to report on the occupations that took them longer than 6 months to find a suitably experienced and qualified incumbent.

6. ATR form 5B: Skills Gaps: This for requires employers to report on the skills that are needed by an employee to carry out job tasks competently. It is also referred to as “top-up Skills”

7. ATR form 6: PIVOTAL Trained Beneficiaries. This form requires employers to only report on the programmes that are listed on the SAQA list which are aligned to the National Qualification Framework (NQF).

J. List and description of a Workplace Skills Plan for small firm forms: 1st January 2020 - 31st December 2020

1. WSP form 1: Skills Development Consultation and Planning. This form requires employers to answer the following about the affairs of their company:

• Process that was followed to develop your workplace skills plan.

• Changes in roles, competences, staff compliments and productivity.

• Training spends and core of your business.

2. WSP form 2: Current employment profile. This form requires employers to provide the INSETA with the number of all employees who are currently employed as at the time you are submitting your plan.

3. WSP form 3: Highest Education profile. This form requires employers to provide INSETA with the number of the highest qualifications held by their employees at the time they are submitting the workplace skills plan.

4. WSP form 4: Provincial Breakdown This form requires employers to indicate to INSETA the location of their employees in relation to provinces.

5. WSP form 5: Planned Beneficiaries of Training Plan This form requires employers to provide INSETA with a plan on the number of employees that will be trained for the current financial year. The plan should include both credit and non-credit bearing programmes.

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6. WSP form6: Planned Adult Education Training (AET) Plan This form requires employers to provide INSETA with a plan on the number of employees with a qualification that is below the NQF level 4 to assist those employees to attain a qualification at NQF level 4 (Grade 12).

7. WSP form7: PIVOTAL Planned beneficiaries plan. This form requires employers to provide INSETA with a plan on the number of employees that they planning to train on programmes that are listed on the SAQA list and which are aligned to the National Qualifications Framework (NQF)for the current financial year.

K. How to download the annual training report, workplace skills plan and the authorisation page.

1. Highlight the current financial year.

2. Click print WSP report to download WSP.

3. Click print ATR report to download ATR.

4. Click print Authorisation Page to download the signature page.

L. How to upload WSP/ATR documents. 1. Click WSP/ATR document upload.

2. Click on the drop-down arrow to select the current financial year: April 2020 – March 2021.

3. Click on the drop-down arrow to select the document type you intend uploading.

4. Click new document.

5. Click choose file to search for the document in your computer.

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6. Wait for the green colour to appear then click upload.

7. Follow the same process till you load all the required document.

We require the following documents:

• Authorisations page

• Stamped bank letter

• BEE certificate.

• FSP license.

M. How to locate the submit button. 1. Click WSP & ATR forms.

2. Highlight the current financial year. 3. Click submit or.

4. Highlight the current financial year. 5. Click Edit 6. Click the drop-down arrow to change the

WSP status from created to submitted and click save or,

7. Highlight the current financial year. 8. Click view. 9. Click the submit button in the top right-

hand corner.

Your WSP/ATR status will change from created to submitted, and you will receive a system generated email confirming that your plan and report has been submitted.