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FP&M SETA
INDICIUM: Stakeholder User Manual - DG Project Module Application Process
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Index1. Introduction............................................................................................................................3
2. DG Stakeholder Registration...................................................................................................3
3. Stakeholder Registration Approved.........................................................................................7
4. Discretionary Grant Online Application Process......................................................................8
5. Submitting of Discretionary Grant Applications.....................................................................13
Notes...........................................................................................................................................14
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1. Introduction
This User Manual is for the purpose of testing the DG Project Module – Application process on the FP&MSETA Indicium system.
2. DG Stakeholder Registration
Log onto Indicium System via the FP&MSETA website: http://www.fpmseta.org.za/
Discretionary Grant Tab and click the link at the bottom of the page
The Logon on Page to the Indicium System will open
Select Stakeholder Registration
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Click on register
Complete that Applicant Details (all fileds)
Save and proceed
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Select the Organisation (s) that you will be applying for DG grants for e.g. N000000012 / L980233456
Please ensure that you know the SDL number or “Other” number generated and provided by the FP&MSETA for the Organistion you are wanting to register for online.
Select the SDL number to link this organistaion to your registration
Please note if no L number is found with search then there will be a pop up message which will request the stakeholder to contact the SD unit to create an Organisation with an X number first
“Pop up message”:
Dear stakeholder, it appears your organisation doesn’t appear on our database. Please contact the regional offices where your project resides for further assistance in creating your organisation.
Region Name and Surname
e-mail contact details
Gauteng/Limpopo/Mpumalanga/North West Province
Tintswalo Makhuvele
KZN/Eastern Cape/Freestate Luntu Phillip [email protected] and Northern Cape Elizabeth
If you search and find the SDL number then:
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Upload the appointment letter using the Browse function (please wait for the document to load “green” before saving or if only applying for one Organisation you can Finanilse the Registration process. The system will indicate file is ready- Save
Once you have linked all the Organisation you can Finalise Application.
An e-mail notification will be sent to you and the Regional office
The Regional Office will receive a mail informing them of then new Stakeholder Registration request
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3. Stakeholder Registration ApprovedFP&M will then follow the Internal Approval process on Indicium (similar to Skills Module approval for SDF)Approve a Stakeholder
Select the Stakeholder you want to approve; click on Edit
Update the Details and Save. There are two external profiles available for Stakeholders “Capturer” and “View Only”
A notification will be sent to the Stakeholder informing them that they have been approved and can now log onto the system and create DG application.
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User Credentials Provided / ConfirmedPlease note: that if this is a NEW stakeholder they will received NEW user name and password in the E-mail notifications sent above
HOWEVER if the Stakeholder does have a CURRENT profile on the system the letter must include the current user name and password in the e-mail notification confirming that they have access to the system to create DG applications on Indicium
4. Discretionary Grant Online Application Process
FP&MSETA DG Project Module Funding Window Annual Cycle DG Funding window opens for Stakeholder applications 1 Dec – 30 April Internal FP&M Verification and Approval of Stakeholder applications received1 May – 30
June Board review all recommended Stakeholder applications and Approve – July FP&MSETA sends out letters of approval and rejection to Stakeholders - July Stakeholders complete MoA and contracts 1 August – 31 October Stakeholder (annual) Renewal process – November (NEW Letter of approval is uploaded
annually that gives the stakeholder permission to transact on the system on their behalf)
DG Application Process
Confirm Organisation DetailsThe Stakeholder will first be required to confirm the Organisation Details before commencing with the DG application to ensure that the Correct Legal Status / Type of Entity; Sic code; Sector etc. is correctly captured as the Organisation details are used in the application process to determine criteria to be applied.
Select the Financial Year and DG Type i.e. Fixed Funding Window or Special Projects
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The Stakeholder can then create the DG applications that they will be preparing and submitting to the FP&MSETA
The dashboard will show all applications as “pending”
Select the Application that is to be captured and view
FP&MSETA requires that Stakeholders populate the Declaration form “ONCE” it will auto populate the captured details through to the other applications
Based on the Legal Status/Type of Entity selected the Stakeholder Declaration Format will be align
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Please note that “Partnerships, Section 21 Company and Other” are not accepted for DGapplications as they need to be a recognized, registered entity and are EXCLUDED.Please ensure that you select and upload the required documents needed for your DG application
Each document uploaded will reflect in the Document dashboard with the File name
Stakeholder needs to answer all the Declarations questions/ statements and “Save”
Complete Grant Type Details
For each DG Intervention the system requires that a number of fields are captured
Fixed Funding WindowWhen the user selects the Fixed Funding Window form the Discretionary Grant Type the user can select one of the following options form the Discretionary Grant Intervention
# Discretionary Grant Intervention1 AET2 Apprenticeship3 Bursary
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# Discretionary Grant Intervention4 Learnership5 Skills Programme6 Workplace Experience / Internship
Special Projects Funding Window When the user selects the Special Projects Funding Window form the Discretionary Grant Type the user can select one of the following options form the Discretionary Grant Intervention
# Discretionary Grant Type1 Sectoral Priorities2 Rural Development3 Disability4 TVET5 Work Integrated Learning (WIL)
# Discretionary Grant Intervention1 Apprenticeship2 Bursary3 Learnership4 Skills Programme5 Workplace Experience / Internship6 Other
Example of Learnership Application Below:
Special Projects Conditions to Note
For Special Projects DG Applications there is an additional Form Required – Project Budget Summary
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Project Budget Summary This section must be completed for each Special Project DG intervention
Items# Type of Costs / Fees1 Project Management Fees2 Project Administration3 Training Fees4 Training Costs5 Recruitment Costs6 Assessment and Moderation Costs7 Learning Material Costs8 Additional Learning Costs9 Venue & Equipment Costs10 Learner Stipends
DG Intervention Type OtherIf the Stakeholder also selects the “Other” option for the DG Intervention Type – Information is to be provided “text fields” if you are unsure of what is to be captured please contact the FP&MSETA Regional office for assistance.
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5. Submitting of Discretionary Grant ApplicationsOnce the stakeholder has completed capturing all their application(s) on the system they are able to submit the applications to the FP&MSETA on line via the “Submit Button”
As soon as they pressed submit DG Application button, pop dialogue box to appear stating:
“Dear stakeholder, you are about to submit your application for discretionary grant funding. After submission, you will be unable to make any further changes to your application. Do you want to process?” Yes/No Options
Please Note: The system will check that all the mandatory documents have been loaded to the declaration form – based on the “Legal Status / Type of Entity”
The Stakeholder will receive e-mail notification of successful submission
Dear “Stakeholder Name”You have successfully submitted your application for Discretionary Grant funding for the 2015/2016 funding window.FP&MSETA will after the closing date of DG funding window applications on 30 April 2015 following the processes detailed below:
May 2015 – Regional and National Evaluation of Applications June 2015 – Board Approval July - October 2015 – Contracting and Execution
You will be notified of the status of your application in July 2015.
Yours sincerelyProjects Team
Please Note: Once the Stakeholder has submitted the DG Application they will only be able to view and print out of their Application PDF from the system (Summary of Application submitted)
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Notes
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