PHASE 3 EPWP REPORTING SYSTEM

USER MANUAL: VERSION 4 (26 MAY 2015)

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TABLE OF CONTENT 1 OBJECTIVES AND OUTCOMES ................................................................................... 2 2 UNDERSTANDING THE EPWP REPORTING SYSTEM ............................................... 2 3 USER ROLES ON THE SYSTEM .................................................................................. 2

3.1 Global Role Management ....................................................................................... 2 3.2 User Roles Linked to Forms .................................................................................... 3

4 WORKFLOW OF FORMS ON THE SYSTEM ................................................................ 6 5 PROCESS FLOW OF FORMS ...................................................................................... 7 6 HOW TO LOG ONTO THE SYSTEM ............................................................................. 8

6.1 Registering as a User ............................................................................................. 8 6.2 Changing your Password ........................................................................................ 9 6.3 Editing your Personal Details and Profile .............................................................. 10 6.4 Log in to the system .............................................................................................. 10

7 INITIAL SCREEN BUTTONS ....................................................................................... 11 7.1 Reporting body ..................................................................................................... 11 7.2 Projects ................................................................................................................. 12 7.3 My details ............................................................................................................. 14 7.4 Administration (System Administrator only) ........................................................... 15 7.5 Reports ................................................................................................................. 15

8 CREATING A NEW PROJECT .................................................................................... 15 8.1 Option available on this screen: ............................................................................ 16

9 REGISTRATION FORM ............................................................................................... 18 9.1 Project Details (above) .......................................................................................... 20 9.2 Project Location .................................................................................................... 20 9.3 Public Body Details ............................................................................................... 21 9.4 EPWP Details ....................................................................................................... 22

10 BUSINESS PLAN FORM ......................................................................................... 23 10.1 Project Details ....................................................................................................... 25 10.2 Public Body Details ............................................................................................... 25 10.3 Budget Amount ..................................................................................................... 26 10.4 Budgets Municipal................................................................................................. 27 10.5 Outputs and Training ............................................................................................ 27 10.6 Contact Person ..................................................................................................... 28

11 CAPTURE BENEFICIARIES .................................................................................... 30 11.1 Adding a Location ................................................................................................. 31 11.2 Adding Participants ............................................................................................... 33 11.3 Adding a Location to a Participant ......................................................................... 39 11.4 Training ................................................................................................................. 40

12 Monthly Progress ..................................................................................................... 43 12.1 Create Monthly Progress ...................................................................................... 43 12.2 Capture Monthly Progress Form ........................................................................... 44 12.3 Monthly Progress Reports ..................................................................................... 48

13 PROJECT COMPLETION FORM ............................................................................. 51 14 TROUBLE SHOOTING ............................................................................................ 52

14.1 Registering as a User ........................................................................................... 52 14.2 Incorrect Password ............................................................................................... 53 14.3 User Roles ............................................................................................................ 53 14.4 Capturing Participants ........................................................................................... 53 14.5 Monthly Progress Report ...................................................................................... 53

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1 OBJECTIVES AND OUTCOMES This manual was developed to assist users of the EPWP Phase 3 Reporting System in the use of the system.

2 UNDERSTANDING THE EPWP REPORTING SYSTEM The EPWP Reporting System is a computer-based reporting system that is used for monitoring complex programmes (many projects of a different nature) and projects or activities. Users work on the system via the internet using a web browser. A Public Body sees the system as a tool to monitor the implementation of projects. The system provides a number of reports that can be used to monitor and evaluate the status and progress of projects. The system uses different “Forms” to manage the work flow of a project from start to finish thus enabling local and national role players to access real-time information about their projects. Users of the system will be assigned various roles (refer to point 3 below).

3 USER ROLES ON THE SYSTEM

There are two levels of User Roles on the system:

3.1 Global Role Management

This level is the higher of the two levels of “Users” on the system. The users at this level are as follows:

Role Responsibilities

System Administrator A System Administrator is responsible for setting the roles of other users.

This is an important role with regard to maintaining the integrity and security of the system.

The System Administrator will need to have a sound understanding of all the roles and at which level people can be assigned a user role.

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Global Reporter The Global Reporter would be responsible for overall reporting.

Reviewing and utilising system reports for this purpose.

Mobile Phone Administrator This function is not yet active but will come into play once the technology is in place.

Participant Approval The Participant Approver plays a key role in approving all new participants and changes to the data of existing participants.

This role is key in that it ensures that participants are validated against specified criteria and documentation.

3.2 User Roles Linked to Forms The “Users” at the secondary level are directly linked to the “Forms” process according to which the system aligns the various functions of:

Registering a project

Capturing a Business Plan for a project

Capturing participants against each project

Capturing location, training and outputs against each project

Capturing monthly progress against each project

Project completion

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Figure 1 below outlines each of the “Forms” as represented on the system together with the User Role applicable to each form. Figure 1: User Roles as linked to system forms

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3.2.1 Responsibilities of “Form” users

Role Responsibilities

Capturer The person responsible for the initial capturing of data on the system.

Authoriser Any data which is captured needs to be authorised.

All data captured on any “Form” will need to be authorised.

An Authoriser is key to ensuring the integrity of the data on the system and associated processes.

An Authoriser is responsible for ensuring that what has been captured is correct and validated against set criteria and documentation.

Project Owner This is the person who from a reporting perspective “Owns” the project and accordingly will also be able to allocate “User Roles” to the respective “Forms”.

Sign off User This person is responsible for the signing of off of data on a quarterly basis and accordingly will also check what has been approved at and Authoriser level.

Public Body GIS Capturer This person is responsible for capturing GIS data on the system.

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4 WORKFLOW OF FORMS ON THE SYSTEM

Authorise

RESPONSIBLE PERSON

Registration Form Create

Capture

Authorise

Business Plan Form

Create

Capture

Authorise

Capture Beneficiaries

Capture

Capture Monthly Progress

Create

Capture

Completion Form

Create

Capture

Authorise

Authorise

Capturer Project Owner assigned

Capturer

Authoriser

Capturer

Authoriser

Participant Approver

Capturer

Authoriser

Capturer

Authoriser

Capturer

Capturer

Capturer

Capturer

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5 PROCESS FLOW OF FORMS: REGISTRATION FORM THROUGH TO

MONTHLY PROGRESS

Capturer to complete the Registration Form and to submit to authoriser for authorising.

Authoriser to check data on Registration Form

Data Correct?

Yes No Authorise Registration Form

Refer Registration Form back to Capturer

Capturer to complete the Business Plan Form and to submit to authoriser for approval.

Authoriser to check data on Business Plan Form

Data Correct?

Yes No Authorise

Business Plan Form

Refer Business Plan Form back to Capturer

Capturer to upload participant information to submit to participant approver for authorising if participants not already on Masterfile

Authoriser to check data on Progress Form

Data Correct?

Yes No

Authorise Progress Form

Refer Progress Form back to Capturer

Capturer to complete progress form to submit to authoriser for authorising.

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6 HOW TO LOG ONTO THE SYSTEM

Make sure that Firefox or Google Chrome is your Internet Browser. Type in to address bar (to be advised by Trainer) (Please note that this is the test site address. The actual site address will be sent to you in due course).

6.1 Registering as a User If you do not have login details already (Email address and Password) click on “Register as a user”. Please note that if you are a registered user and have forgotten your password then you need to click on “Forgot Password” and a new password will be emailed to you. You only register as a user once on the system.

If you have clicked as “Register as a user” then the form below will come up. Complete all the fields.

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Click on “Register”. An email will then be sent to you with a password to log in to the system. Check your e-mail and make sure that you write your password in a safe place. Do not give your password to other users. Each user must have their own log in and password.

6.2 Changing your Password You can change your own password by following the steps below: On the top menu bar, click on “My details” Click on “Change password”

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Insert your old password or if you are registering for the first time the password sent to you via email. Then input a new password of your choice and confirm that same password.

6.3 Editing your Personal Details and Profile Under the tab “My details” you will also be able to change your own personal details.

Click “Update Details”

6.4 Log in to the system Once you have a password you need to “Log In”

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Click on the “Log in” button at the top of your screen. Input your “Email address” and “Password” Click on “Login”

7 INITIAL SCREEN BUTTONS

7.1 Reporting body

If you click on the drop down menu a list of reporting bodies will appear. Only the bodies you are linked to will appear on this list.

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Once you select and click on the “Public Body” tab you are able to view all the projects linked to the “Public body”. If you are not yet linked you need to “Request Access” to those public bodies that you will be active on. The “System Administrator” for the respective Public Body will need to first authorise your request and at which level of “User” prior to it being available to you.

7.2 Projects

Under the “Project” tab you will have two options in your drop down menu:

Participants

Projects

7.2.1 Under “Participants” the following screen will appear:

Under this screen you will find “Beneficiary Master List” and “Pending List” The “Beneficiary Master List” provides a list of all participants nationally irrespective of whether or not they are linked to a project. To view all participants click on “Refresh (Load all)”. If you want to search for a specific participant you can “Filter” using any of the following:

Beneficiary ID (unique ID number generated by the system for each participant)

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First Name

Last Name

ID Number To view a particular participant click on the name of the participant and “Double Click” or click on “View” The “Pending List” is a list of those participants which are still to be approved. Participants added to a project from the “Beneficiary Master List” will not be added to the “Pending List” as they have already been approved. Any new participants or changes to existing participants will appear in the “Pending List” and are subject to approval by the “Participant Approver” role. Below a pending list of participants:

Click on “Process” to view participant’s details. Once reviewed participant data can either be “Approved” or “Rejected” as per screen below:

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7.2.2 Under “Projects” the following screen will appear

Under this tab you will find a list of all projects nationally.

7.3 My details

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By clicking on this button you will be able to view your own personal details, changes these details and change your password.

7.4 Administration (System Administrator only)

Under this screen System Administrators will be able to allocate user roles and permissions and deal with user requests.

7.5 Reports

Under this tab you will find the following options:

Dashboard (not yet activated)

Reports (not yet activated)

Maps (not yet activated)

8 CREATING A NEW PROJECT Once you have

clicked on “Reporting body” and selected a “Public Body” then the screen below will become available:

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8.1 Option available on this screen:

8.1.1 Search for a Project

View projects linked to a Public Body either by:

“My projects” – projects linked to the user that is currently logged in.

“All projects” – all the projects linked to the Public Body selected. Options available to search for a project are as follows:

You can click on the alphabet letter which the name of the project starts with

You can search using the project profield, or

By typing in under the search bar the first few letters of the project name.

8.1.2 How to create a new project

Click on the “Reporting Body” Tab Click on “Create a new project” The following screen will then appear:

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Complete all the fields. Click on “Create Project” The following screen will then appear and indicate to you the “Profield” number allocated to the project.

Click on “Go to the project” - the following screen will appear:

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You will now have access to the following tabs:

Project (as reflected above)

Forms

Participants

Reports

Maps

Tools

Administration

9 REGISTRATION FORM

Once a project has been successfully created the tab “Forms” will be available and the following screen will appear:

Those buttons highlighted in “Red” indicate which forms are available to for capturing. If you click on the “Drop Down Arrow” of for example: the Registration Form then the forms already captured will appear and can be viewed. See example below:

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To start capturing your project click on “Create the Registration Form” the following screen will appear:

You will need to insert the date when the project was created. Always remember that once you click on the “Create” or “Save” button on the system you should always click on the “Refresh” button so that the latest data can be pulled through and accordingly enabling you to move to the next input level.

Also note the Red Indicator. This shows that there is an error with the data, for example; data is not yet captured or has been incorrectly captured.

The indicator in Blue with the question mark, if the cursor is moved over this indicator it will provide further information on that item.

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Capture the data as requested for all four tabs as indicated on the left hand side of the screen, i.e.

9.1 Project Details (above)

9.2 Project Location

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9.3 Public Body Details

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9.4 EPWP Details

As you capture each form you need to click on “Save”. A green tick will then appear next to the form on the left hand side of the screen. You can then move onto the next form. Once you have captured all four forms and saved the data then you need to click on “Submit”

Then “Refresh” to pull details through.

The “Registration Form” will now be available for authorisation.

The person assigned to authorise will be able to authorise the “Registration Form” by completing the following steps:

Under “Forms” the option to “Authorise” will become available to the “Authoriser”

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Click on “Authorise the Registration Form”

The following screen will appear:

The “Authoriser” will then have the option to “Authorise” the form or “Refer Back” to Capturer together with a comment. The “Please add a comment” is a compulsory field whenever a form is referred back and corrections need to be made by a Capturer.

Once authorised the next form will become available to the Capturer. You will always use “Forms” to capture data on your projects.

10 BUSINESS PLAN FORM

Once the “Registration Form” has been authorised then the “Business Plan” form will be highlighted in red. This indicates to that it is now available for capturing.

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If you click on the red highlighted button then the following screen will appear:

Once the “Business Plan” has been created then all the forms within the “Business Plan” need to be captured. These are as follows:

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10.1 Project Details

10.2 Public Body Details

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10.3 Budget Amount

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10.4 Budgets Municipal

10.5 Outputs and Training

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10.6 Contact Person

Once all six forms have been captured and saved then they can be “Submitted” for authorisation.

Then “Refresh” to pull data through to next level.

The “Business Plan Form” will now be available for authorisation. The Authoriser will need to click on “Authorise Business Plan Form”

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The option to authorise will now open:

The Authoriser can now either “Authorise” the Business Plan or “Return Back” if there are errors. Once the business plan form is authorised then then next form will be open for the Capturer which is to “Capture Beneficiaries”

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11 CAPTURE BENEFICIARIES

Once “Business Plan” has been authorised then the “Capture Beneficiaries” tab under forms will highlight in red.

Click on “Capture Beneficiaries” the following screen will appear.

Click on ‘Create Beneficiary Link” then the following screen opens:

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The fir st step would be to create the locations for the participants to be linked to the project.

11.1 Adding a Location Click on the “Location / Map” tab. The following screen will appear:

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Under this tab you can “Add Location”, edit and existing location or “Delete Location” Click on “Add Location”

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Input all the data required in the fields. Remember that when requesting the data type “Line” or “Polygon” you also need to input the “Spatial Data” as indicated by the red arrow. Once you have added all your locations you need to click on “Participants List”

11.2 Adding Participants You can now start adding Participants. You can add participants by using any of the following:

11.2.1 “Participant Master File”

Click on “Participant Master File”. To call up all participants on the Master File click on “Refresh (Load all)” or Filter on either Beneficiary ID, First name or Surname or ID Number.

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Those participants on the master file with a + under “Add to Project” are available to be

allocated to projects. Click on the + and the participants will be added to the “Participants

List” Participants added from the master file are not sent through to the “Pending List” for approval as they have already been approved.

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11.2.2 “Add” a new participant

Click on the “Add” button at the bottom right hand side of your screen – see screen below:

You will need to insert the ID number of the participant you would like to add. The system will then check that the participant is not already on the master file. If not in the master file the system will validate the ID number. If a valid ID number then the screen below will open:

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Input the data as required under each of the required sections, namely:

Personal details

Experience / Literacy

Location details

Household details Also upload a photo of the participants and a certified copy of their ID document.

11.2.3 “Add participants from master file”

Click on “Add participants from Master File” at the bottom of the screen and the following screen will appear.

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Select “Data Type” at the bottom of the page. Then select either participants ID number, name or surname. Once data type is selected then add, for example all the ID numbers of the participants required, i.e. if “Data Type” selected in this example were ID numbers. Then click on “Proceed” to add your participants. These participants will then be pulled through from the master file through to the participants list.

11.2.4 “Upload Document”

Click on the “Upload Document” as indicated below. This will take you through to your “Documents” where you can upload a standard format onto the system. The content of the uploaded document will then be validated through the system.

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Two standard formats for the document upload are attached to this user manual and are described as follows: Annexure 1: Template bulk upload participants (to be used when capturing participants) Annexure 2: Template bulk upload monthly progress (to be used under the form “Capture Monthly Progress” Outlined below a brief description of the values used in the validation, and points to bear in mind when uploading a document:

Format The exact format as provided needs to be used, i.e. columns cannot be switched around or other columns added or deleted. The reason for this is that this format needs to match the exact format reflected on the MIS. When inputting for example a surname please check that there are no “spaces” before or after the data inputted.

ID, Name and Surname

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o These will match against any participants already loaded in the ‘Masterfile’

o ID also validated against the following:

Format:

{YYMMDD} {G} {SSS} {C} {A} {Z}

YYMMDD: Date of birth.

G: Gender. 0-4 Female; 5-9 Male.

SSS: Sequence No. for DOB/G combination.

C: Citizenship. 0 SA; 1 Other.

A: Usually 8, or 9 (can be other values)

Z: Control digit calculated in the following section:

Date of Birth and Gender

o Date and gender must match ID validation

Other Fields

o Only field not compulsory to be captured on the template is the “End Date” o Minimum Age: = 16; (: minimum age as at 1 April) o Maximum Age: = 100; (maximum age as at 1 April) o Gender Male: = 'M o Gender Female: = 'F'; o Disabled Values:= ('0','1','Y','N'); o Education Values: = ('1','2','3','4','5','6','7','8','9','10') o Language Values: = ('1','2','3','4','5','6','7','8','9','10','11','12','')

Language ID

Language Name

1 Afrikaans

2 English

3 IsiNdebele

4 IsiXhosa

5 IsiZulu

6 Sesotho sa Leboa

7 Sesotho

8 Setswana

9 siSwati

10 Tshivenda

11 Xitsonga

12 Other

The system will indicate which participants have been uploaded successfully and which not.

11.3 Adding a Location to a Participant Once participants have been added then return to the tab “Participant Lists” and click on the tab “Location” to add a location to each participant. Once completed click on “Save Changes”

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11.4 Training Click on the “Training” tab. Two options will become available:

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11.4.1 Available courses

Click on the “Available Courses” tab.

A list of courses will appear under the following headings:

Unit Standard

Trade Titles

Short Courses

Public Body Specific To add a training course to a project click on the required course, the following form will appear for completion:

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Complete all the fields and click on “Save”

11.4.2 Courses scheduled

The saved course details will now appear under the tab “Courses Scheduled” and can then be added to participants during the capturing of monthly progress.

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Return to the “Participants List” tab. Once participants are captured and saved click on the “Submit” button. Once submitted the next tab under “Forms” to be highlighted in red is “Create Monthly Progress”

12 MONTHLY PROGRESS

12.1 Create Monthly Progress Click on “Create Monthly Progress” and the form below will become available. Input a date specific to the month being reported on and then click “Create” as per form below:

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Click “Create”

12.2 Capture Monthly Progress Form Click on “Capture Monthly Progress for the project” which will now be highlighted in red under the “Forms” tab.

The form below with then appear.

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The first step will be to include the maximum number of days available for capturing under “Days in period” as indicated above. Capture the total number of participants, employment days, wages and training days as required under the “Summary Details for the month – April15” as obtained from the conciliation of all manual attendance registers. The purpose of this is to check that the total based on actual attendance registers matches with that captured on the system. Once these figures are captured click “Capture”. The following screen will appear.

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Click on “Location”. The drop down menu will reflect all the locations for the project. Click on the first location and the participants linked to that location will appear. Once you have selected your “Location” the next step is to click on the “Load defaults” button at the bottom of the page so that the rate defaults are loaded. Once defaults are loaded you can proceed with capturing “Total days”, linking “Training course” and “Training days”. Location can also be changed on this screen. See screen below. This process needs to be completed for all “Locations”. Remember to “Save” after capturing data per location.

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Once you have processed all the “Locations” and saved you need to click on “All” and then “Mark Complete” Click on “Submit” at the bottom of the screen and then click on “Back”. Once you have clicked “Back” it will return you to the “Monthly Progress Form” as below:

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Prior to submitting this form you need to ensure that the “Summary” and “Captured” data balance. If they do then you can submit for authorisation. The Authoriser can then click on “Authorise the Monthly Progress Form”

12.3 Monthly Progress Reports Once the “Monthly Progress Form” is authorised then the Capturer can capture the following monthly progress reports:

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12.3.1 Financial Report

12.3.2 Outputs

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12.3.3 Training

12.3.4 Labour Days

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12.3.5 Employment

Once all reports are captured and saved you can “Submit” for authorisation.

13 PROJECT COMPLETION FORM

This form is only generated on completion of a project. Create your “Project Completion Form” by inserting a date and then click on “Create” as per the screen below:

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Once you have created the form and refreshed then you need to complete the form as per screen below:

Once completed, click on “Save” and then “Submit” for authorisation.

14 TROUBLE SHOOTING Outlined below common errors experienced by users.

14.1 Registering as a User

A user will only register on the system once, irrespective if they are required to fulfil more than one role.

Often a user when they “Log-in” and have a problem with their password, instead of requesting a new password they register again as a user.

Registering more than once as a user will result in a duplication on the system and the user could then be locked out of the system.

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14.2 Incorrect Password

A password is case sensitive so always check to see if you’re “Caps Lock” is on or off.

If you have forgotten your password click on “Forgot Password” a new password will be sent to you.

Do not allow other users to log in with your details.

You can also change your password under the “My details” tab.

14.3 User Roles

All user roles are allocated through the “System Administrator”.

If you need to be assigned to a role or need to change your role you will need to contact your “System Administrator” to do this.

Roles directly related to “Forms” on the system can also be assigned by the “Project Owner”

14.4 Capturing Participants

When capturing participants ensure all the relevant data is inputted and that the required documentation is scanned / uploaded to the system. This will minimise queries when participants are to be approved by the “Participant Approver”

Any new beneficiaries added will first need to be authorised by the “Participant Approver” prior to being available in the “Master File”. Therefore if a new beneficiary already inputted on the system is not yet available on the “Master File” you first need to check if they have been approved or not.

14.5 Monthly Progress Report

Always check that your manual conciliation balances with that of data inputted on the system.

Always make sure that defaults are loaded.

Accuracy is key when capturing days worked.