SETA PORTAL OVERVIEW
The OLUMS SETA GRANT MANAGEMENT PORTAL is a comprehensive paper-free online Grant Management and Tracking System to manage and track Grant Budgets, Learner Stipend Claims and Stipend Payments, Learner Attendance at the Workplace, Management of Learning Activities, Monitoring of Learner Supervision and the automated compilation of Learner Portfolios of Evidence in PDF. Comprehensive Executive Reports is available in Real-time in downloadable in PDF.
1. QUARTERLY EXECUTIVE GRANT MANAGEMENT AUDIT REPORTS
The Portal generates a comprehensive Quarterly Management Audit Trail Report which includes:
- Income and Expenditure Audit Trail,
- Learner Appointments with Learner Training Status, Learner Demographics,
- Learner Attendance Audit
- Analysis of Supervisor and Learner Monthly Quality Feedback Reports
- Analysis of Learners-at-Risk Reports
- Employment Research Impact Studies
- Learners Portfolio of Evidence Download Repository
- Signed Contracts/MOU Agreements Download Repository
The Administrator and Managers can manage and track all financial transactions online. The Portal provides real-time access to:
- Actual and Projected Expenditure
- The Cash Flow,
- Online Monthly Stipend Approval and Payment Management
- Detailed Audit Trail Schedules of Stipend Payments
- UIF Payment Schedule
3. LEARNER MANAGEMENT
The Learner Management features include:
- Online Learner Appointment Management
- Management and Monitoring of Online Attendance Register
- GPS Integration to Track Learners at Workplace
- Online Analyzing of Learner and Supervisor Quality Feedbacks Reports
- Online Monitoring and Tracking of regular Learner Progress Reports
- Integrated GPS Tracking of Learners at the Workplace
- Online Learner Leave Applications and Approvals by Supervisor
4. LEARNER AND SUPERVISOR ONLINE PORTAL AND MOBILE APP
earners and Supervisors have access to an Online Dashboard and Mobile App to carry out all routine tasks and operations as follows:
- Online Daily Attendance Register which the Learner Signs-in and Signs-out. Supervisors monitor and validate the Learner’s Attendance, Register
- Learner Online Leave Application with Supervisor approval facility.
- Online Monthly Stipend Claim submission by Learner and Supervisor Approval
- Online submission of Monthly Learner Progress Reports. Supervisors have access to the Progress Reports and can comment on it.
- Online Document uploads
5. LEARNER AND SUPERVISOR SUPPORT
Supervisors and Learners are supported throughout their training and research via the Online Call Centre Support and Chat Room Facility.
6. LEARNER PORTFOLIOS OF EVIDENCE
The Monthly Progress Reports submitted by Learners are concatenated into a professional Portfolio of Evidence of the Learner’s Training and is available for download in PDF.
7. QUALITY CONTROL TRENDS AND ANALYSIS
Supervisors and Learners complete an online Feedback Questionnaire once a month. The Feedback responses are analyzed and correlated to establish quality trends. It is also used to identify Learners-at-Risk. The statistics are presented in an easy-to-read in Graphical Format for Quality Control and Management.
8. LEARNERS-AT-RISK TRACKING AND MANAGEMENT
Students-at-Risk are identified from the start to end their training period. The portal analyses the responses from the monthly quality questionnaires that the Supervisors and Learners complete, to extrapolate the At-Risk Learners.
The Learners-at-Risk are grouped for management and intervention purposes.
The Portal tracks the trends and analyses the effectiveness of the management of the intervention is strategy. The outcome of the intervention strategy is presented with Graphs and Statistical Tables in the Quarterly Executive Grant Management Audit Reports
9. IMPACT STUDIES RESEARCH
The Research Module tracks the Learners who are employed at the end of their training period. The research data is analyzed and presented in graphical format within the Learner Field of Studies and Learner Demographics
SETA PORTAL ROLE PLAYERS
The SETA Manager is responsible for:
Monitoring of the Audit Trail of SETA Grant Stipend Payments to Learners
Monitoring the Audit Trail of Learner Performance and Attendance at the workplace
Monitoring the Learner Feedback Progress Reports and Supervisor’s Monthly Feedback Reports
Conducting Impact Studies Research of targeted Learners and Host Employers.
LEAD EMPLOYER (UNIVERSITY / TVET COLLEGE)
The LEAD EMPLOYER is responsible for:
Management of SETA Grant Budgets
Management of the Learner Appointments, Host Employer Appointments, Learner Attendance and Learner Performance and Stipend Payments
Management of the capturing and processing of Learners, Host Employers and Supervisors data
Supporting Learners and Supervisors
Processing Learner’s Monthly Stipend Claims
Monitoring the LEARNER’S DAILY ATTENDANCE REGISTER
Monitoring the submission of Learner’s Weekly Progress Reports and Monthly Feedback Reports
Monitoring Supervisor’s Monthly Feedback Reports on Learner’s performance
Managing intervention strategies
The Host Employers are responsible for:
Providing Learners with training within their respective fields of study.
Creating the opportunities for Learners to receive well round quality training and learning experiences
Assigning suitably qualified and experienced persons to mentor and to supervise the Learners
Ensuring that each Learner is given a Training Plan/Project Management Plan to guide them for the duration of their training period
Monitoring and Managing the Learner’s Attendance including the approving of the Learner’s Leave Applications
Monitoring the Learner’s progress and development.
To intervene and address performance related issues, as and when the need arises
Supervisors are responsibilities include:
Mentoring and Guiding the Learner
Managing the learning and training activities of the Learner
Developing a Training Plan/Project Management Plan for each learner, outlining the timeframes and activities of the Learner for the duration of their training period
Managing and Monitoring the Learners Attendance and Monthly Stipend Claims
Approving Annual Leave, Unpaid Leave and Special Leave Applications of the Learner PRIOR to the Learner going on Leave
Monitoring the Learner’s Progress Reports. Supervisors are required to read the Learner’s Progress Reports which are submitted by Learners every month. It is advised that the Supervisors comment on the Learner’s Progress Reports to guide and develop the Learner’s skills and knowledge.
Completing a Monthly Online Supervisor’s Feedback Survey Questionnaire on the Learners Performance and Attributes. The Monthly Survey is collated and presented as an Executive Report to the SETA Managers and SETA Administrators each month for their Attention and/or Action
Learners Responsibilities Include:
Reporting daily to the Host Employer for all their tasks, assignments and activities. The Learners are accountable to the Host Employers for their daily attendance, duties,responsibilities and performance
Understanding and strictly following all company Rules and Regulations including the Human Resources Policies and Practice, Health and Safety Policy Practices, Dress Code Policy, etc.
Signing-in and Signing-out the daily Attendance Register Online via the SETA PORTAL App or the Website www.setaportal.co.za
Annual Leave, Unpaid Leave or Special Leave must be APPROVED by the Supervisor PRIOR the Learner goes on Leave. All Leave Applications must be done Online.
Submit their Monthly Stipend Claims Online. Learners can monitor the approval of their Stipend Claims via their App
Submit their Weekly Progress Reports Online. Learners are able to view their Supervisors comments on their Weekly Progress Reports Online
Completing the Monthly Online Learner Feedback Survey. Learners would be requested to respond to Survey relating to the Standard and Quality of their Training and Learning Experiences at the Host Employer. This Survey is collated and presented as an Executive Report to the SETA Managers and Administrators each month for their Attention and/or Action.