SETA PORTAL OVERVIEW
The OLUMS SETA GRANT MANAGEMENT PORTAL is a comprehensive paper-free online Grant Management and Tracking System to manage 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 and Excel Formats. The Portal seamlessly Monitors, Manages and Tracks all Learner activities on a single platform.
1. AUDIT TRAIL SETA GRANT BUDGETS
The Audit Trail of the SETA Grant Funds can be Monitored in Real Time and includes:
- Actual and Projected Expenditure,
- The Cash Flow,
- Approved Monthly Stipend Claims Payment Schedule of all Learners
- Detailed Total Stipend Payment Schedule paid to Learners
The following Learner Management activities are Monitored in Real Time:
- Learner Appointments
- Supervisor Mentoring and Feedback,
- Learner Progress Reports
- Integrating GPS Tracking Technology Online Attendance Register for tracking Learners at the Workplace
- Online Learner Leave Applications and Approvals to manage Sick Leave, Annual Leave, Unpaid Leave and Special Leave
- Monthly Online Stipend Claims and Approvals
3. LEARNER PORTFOLIOS OF EVIDENCE
Learner Portfolio of Evidence is compiled in PDF format from data gathered by the system including the Feedback Progress Reports submitted by the Learners.
4. MONTHLY SUPERVISOR AND LEARNER FEEDBACK REPORTS
Supervisors and Learners complete a Monthly Online Survey Questionnaire which are presented to SETA Managers and Administrators as an Executive Report each month. This continuous feedback loop allows for quality control and timeous implementation of intervention strategies, as and when the need arises.
The Supervisor's survey rubric is based on the Learner’s performance each month whilst the Learner's survey rubric focusses on the quality and standard of training from the Learner’s perspective.
5. IMPACT STUDIES RESEARCH
The Portal Research Module processes qualitative and quantitative data within targeted groups such as, groups of Learners and Supervisors associated with Specific Grants, Specific SETAs, Specific Time Periods, etc. The research questionnaires are despatched and responded to, online. Learners, Supervisors and Employers are able to respond to the research questionnaires via the Seta Portal Mobile Apps and Online Web Links.
SETA PORTAL ROLE PLAYERS
SETA MANAGER
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
HOST EMPLOYERS
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 Program 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
Supervisors are responsibilities include:
Mentoring and Guiding the Learner
Managing the learning and training activities of the Learner
Developing a Training Program 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 Monthly 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 Monthly 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
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.