FUNCTION SHIFT
PREPARATORY WORKSHOP
TH
17
-
TH
20
MARCH 2015
AGENDA – FUNCTION SHIFT PREPARATORY WORKSHOPS (17TH – 20TH MARCH 2015)
TIME
DISCUSSION ITEM
RESPONSIBILITY
9.30 – 10.00
Registration and Tea / Coffee
10.00 – 10.30
Welcome & Purpose
DDG Lulama Mbobo
10.30 – 10.50
Project Management Office Update
Mr Themba Msipha
10.50 – 11.10
GITTO – IT Post 1 April
Mr Sipho Ngcobo
11.10 – 11.40
Finance & Payroll
Mrs Amelia Poolman / Mr Sakhele Sefula
11.40 – 12.45
HR Administration
Mr Fanie Reyneke
12.45 – 1.30
LUNCH
1.30 – 1.50
Transfer Letters & Dispute Resolution Process
Mr Fanie Reyneke & Ms Nadia Williams
1.50 – 2.10
Organisational Development
Mrs Bolekwa Maseti
2.10 – 2.30
Facilities
Mr Vorster Phathela
2.30 – 2.50
Labour Relations – Strike Management
Mr John Slater
2.50 – 3.10
Security
Mr Richard Zungu / Mr Eugene Nkhwashu
3.10 – 3.40
Communications
Mr Mfanafuthi Sithebe & Mr Fanie Ngoma
3.40 – 4.00
Way Forward & Close
Ms Nadia Williams
WELCOME
DDG LULAMA MBOBO
OPENING REMARKS
• Road long travelled – 3 years to now
• Making history in the development of DHET
• Today is key milestone in effecting
proclamation of the President (FETCAA /
CETCA)
• In 2 weeks – no longer Function Shift Talk
• Now providing service to clients – Students
and Colleges in general
PURPOSE
• Aid state of readiness for Function Shift – 1
April 2015
• Review Circular 3 of 2015
• Presentations from Corporate Services Team
• Address queries from all
• Identify key contacts and processes from DHET
post 1 April 2015
DHET CORPORATE STRUCTURE: CURRENT
Office of the DDG
CD: HUMAN
RESOURCE
MANAGEMENT,
PMDS AND LR
PERFORMANCE
HUMAN RESOURCE MANAGEMENT,
MANAGEMENT AND TRAINING AND OD
ADMINISTRATION
ICT (GITO)
SECURITY ADVISORY
SERVICES
FACILITIES
MANAGEMENT AND
LOGISTICAL
SERVICES
LABOURRELATIONS
AND EMPLOYEE
HEALTH AND
WELLNES
SAICA HRG’S & CFO PROJECT
COMMUNICATIONS
AND MEDIA LIAISON
COMMUNICATION
AND MEDIA LIAISON
RISK MANAGEMENT
CALL CENTRE AND
CLIENT SERVICES
DHET CORPORATE STRUCTURE: NEW
Office of the DDG
CD: HUMAN RESOURCE
MANAGEMENT, PMDS
AND LR
Chief Information
Technology Officer )
ADMINISTRATIVE AND
AUXILARY SERVICES
COMMUNICATIONS AND
MEDIA LIAISON
HUMAN RESOURCE
MANAGEMENT AND
ADMINISTRATION
PERFORMANCE
MANAGEMENT, TRAINING
AND OD
APPLICATIONS SYSTEMS
AND POTAL DEVOPMENT
FACILITIES AND RECORDS
MANGEMEN AND
AUXILARY SERVICES
LABOURRELATIONS AND
EMPLOYEE HEALTH AND
WELLNES
IT INFRASTRUCTURE
MANGEMENT
ANTICORUPTION AND
FRAUD PREVENSION
HUMAN RESOURCE TALENT
MANAGEMENT
TRANSFORMATION AND
EQUITY
LIABRARY INFORMATION
RESOURCE REASEACH AND
LEARNING NETWORKS
COMMUNICATION AND
MEDIA LIAISON AND
EVENTS MANAGEMENT
CALL CENTRE AND CLIENT
SERVICES
ENTERPRISE AGRITECTURE
AND GOVERNMENT
SECURITY ADVISORY
SERVICES
SAICA HRG’S & CFO PROJECT
RISK MANAGEMENT
DHET GOVERNANCE MODEL
GOVERNANCE MODEL
• Need for a Business Process Re-engineering and appointment of
service provider is soon to be finalised;
• Hybrid model with a mix of centralised and decentralised decisionmaking model;
• Corporate Support is a shared and centralised function as per the
organogram within the Corporate environment;
• Delegations/devolution of authority up to college level depending on
the BPR exercise but current draft suggests that some HR processes, in
particular, should be at college level e.g. recruitment (advertisements,
selection, performance management, etc);
• For now retain status quo but must seek authorisation from DHET
(HRA) to recruit to vacant posts in Persal.
• Persal appointment by Head Office.
GOVERNANCE
•
16 colleges proposed to be hubs with Persal but gradually all will be connected;
•
All Colleges will have Persal viewing functions, leave capturing etc;
•
HR Planning incl. Employment Equity will be bottom-up;
•
DHET concept on capacity building suggests that there will be central
coordination but implementation at all levels
•
Policy manual finalised and under consultation for standardisation across the
department - HR Forum to be set up to assist
•
Colleges to retain status quo until Policies implemented – Each College to submit
any existing policies and procedures to SAICA HRGs
•
Regional Office to provide shared support services and monitoring functions;
•
Regional HR and Finance to have a direct line to Corporate and Finance Services
at HO.
REGIONAL OFFICES
DIRECTOR-GENERAL
DDG - VCET
REGIONAL DDG
CFO
DDG:
CORPORATE
DDG: SKILLS
REGIONAL
CHIEF DIRECTOR
TVET COLLEGES
COMMUNITY
COLLEGES
COMMUNITY
LEARNING
CENTRES
CURRICULUM
SUPPORT
HR AND FINANCIAL
SUPPORT SERVICES
UNIVERSITIES
INSTITUTIONAL
SKILLS DEVELOPMENT
(SETAs)
VOCATIONAL AND
CONTINUING EDUCATION
AND TRAINING
Coordination
Institutional support
Community Liaison
Career Advice
Sector liaison
Industry partnerships
Provincial Service Delivery Forums
Provincial Skills Development Forums
CORPORATE SUPPORT SERVICES
REGIONAL
NATIONAL
REGIONAL OFFICE FUNCTIONALITY
•Academic Universities
•Universities of Technology
•(Private) institutions
•NSFAS
HIGH
•Training/Skills Centres
•SETAs
•Trade Tests (INDLELA)
•SDFs – Premier’s Offices
•QCTO
•NAMB
•(Private) providers
•FET Colleges
•Adult Education and Training
Centres
•Community Centres
•(Private) institutions
MEDIUM
LOW
INSTITUTIONAL AUTONOMY?????
12
REGIONAL OFFICE FUNCTIONALITY
• Informed by a strategic as well as an operational mandate and requires
careful consideration (Department policy and implementation role);
• To ensure effective delivery and provide appropriate support to the relevant
delivery institutions;
• Appreciation that we need autonomous, dynamic and responsive
institutions that will have a significant impact on the lives of citizens and on
the economy;
• Current state of affairs in colleges requires DHET to be more interventionist;
• Small pockets of excellence but the larger part of the sector require a more
supportive and developmental approach;
13
REGIONAL OFFICE FUNCTIONALITY
• A need to have some presence at provincial level
without establishing provincial departments of
higher education and training due to the intended
exclusive nature of functions;
• Offices that are closer to institutions, stakeholders,
beneficiaries, industry partners and communities;
• Certain responsibilities that would make the
department’s services more accessible,
geographically to a diverse population, targeting
rural, poor, youth and the disabled.
14
FUNCTIONS OF REGIONAL OFFICE
•
•
•
•
•
•
•
•
Coordination of DHET special programmes
Provide institutional support (VCET, UE, NSF- Skills programmes)
Career guidance advisory services (help desk services)
Community liaison and stakeholder relations (including local
municipalities)
Facilitate and identify industry partnerships at local level
Coordinate provincial service delivery forums (PME Delivery
Agreements)
Liaison with provincial skills development forums (SDFs) and
SETAs at provincial level
Corporate Services support (human resources: recruitment,
client services centre)
15
COLLEGE STRUCTURE
• Draft College Structure.pdf
• College top tier structure.pdf
16
THANK YOU
Project Management Office
DEPARTMENT OF HIGHER EDUCATION AND TRAINING
BRIEFING ON PROGRESS ON THE MIGRATION OF
ADULT EDUCATION
AND MSIPHA
TRAINING (AET) AND
THEMBA
TECHNICAL AND VOCATIONAL EDUCATION AND TRAINING (TVET)SECTORS
Joint Meeting of the Select Committee on Education and Recreation,
Portfolio Committee on Higher Education and Training and
Portfolio Committee on Basic Education
Presentation Outline
1. Introduction and Background
2. Transitional Arrangements
3. Function Shift Transitional Approach
4. Planning Considerations
5. Function Shift Activities
6. Progress on Key Milestones
7. Project Progress Summary
19
Introduction and Background
Practical Implications
Objectives
•
•
FETCA
Act,
2012
•
Removes all references
to provincial authority
Assigns functions
previously assigned to
the MEC to the Minister
Removes all references
to ‘‘HOD’’ and replaces
them with ‘‘DG”
•
Functions performed by 9 MECs
shifted to 1 Minister
•
Functions performed by 9 HODs
shifted to 1 Director-General
•
Provincial AET and TVET unit
staff previously employed by
PEDs now to be employed by
DHET
•
Most staff previously employed by
50 TVET Colleges and AET
Centres will be employed by the
DHET
Outcomes
•
Act on transitional
measures
introduced and
date of
commencement
determined by
Minister
•
Effective transfer of
TVET and AET
Functions
+
9 Regional Offices
•
Provides afresh for the
appointment of staff
+
50 TVET Colleges with 264
Campuses
+
9 CET Colleges with 3 150
Community Learning Centres
Transitional
Arrangements
Update
on establishments
of CETCS
31 March 2015
Current
1 April 2015 – 31 March 2016
Transitional Phase
DHET
Head Office
DBE
9 x PEDs
9 X PEDs
Institutional
Support
AET & TVET
Units
50 x TVET
Colleges
District
Offices
50 x TVET
Colleges
9 x CET
Colleges
364 x
Campuses
3 150 x AET
Centres
364 x
Campuses
3 150 x
CLCs
21
21
Transitional
Arrangements
Update
on establishments
of CETCS
31 March 2015
Current
Transitional Phase
DHET
Head Office
DBE
9 x PEDs
9 X PEDs
50 x TVET
Colleges
1 April 2015 – 31 March 2016
AET & TVET
Units
District
Offices
50 x TVET
Colleges
Corporate
Services
Support
9 X ROs
9 x CET Colleges
90 x District Offices
364 x
Campuses
3 150 x AET
Centres
364 x
Campuses
3 150 x CLCs
22
22
Function
TransitionalofApproach
UpdateShift
on establishments
CETCS
March 2015
Head Office
1 Apr 2015-31 March 2016
Apr
Function Shift Liaison Officer (FSLO)
Provincial Function Shift Liaison Officers (PFSLO)
Strategic Leadership and Management
Project Management Office (PMO)
Operational Task Team (OTT)
Plan
Implement
Support
Physical and Technical Infrastructure Set-Up
Regional Offices
Hand Over
15 x Sub-Project Managers
Regional Offices Set-Up and Management
Plan
Implement
Support
CET Colleges Physical and Technical Infrastructure Set-Up
CET Colleges and
TVET Colleges
TVET and CET Colleges Management
Plan
Implement
Support
23
Function
TransitionalofApproach
UpdateShift
on establishments
CETCS
Five Major Sub-Projects critical to the sustainable success of the
Function Shift have been identified :
On-Going DHET Operations
(Operational Management Focus Areas)
Function Shift Interventions
(Finance, HRA, Movable Assets, Immovable Assets, IT)
*Staff Uploading onto PERSAL: Staff Verified, Posts Created, Staff Uploaded
*TVET Colleges PERSAL Connectivity: Assessment, Agreement, Installation
*Appointment of new staff: Posts Identified, Advertised, Staff Appointed
*Secure office accommodation: Arrangements with PEDs Finalised, Offices Secured
*AET Examinations: Engage NT, Decide on Arrangements, Implement
24
Planning
Considerations
Update
on establishments
of CETCS
Scope:
– Head Office, Regional Offices and Institutions
– Core services
– Corporate Service Functions as defined in the policies
(HRM, Finance, SCM, General Admin)
Objectives:
–
–
–
–
–
Compliance with Policies and Procedures
Efficiency (doing the right things economically)
Effectiveness (doing the right things for the right reasons)
Affordability (within available budget constraints)
Improved service levels
• Doing what is required
• Doing it correctly
• Doing it at the right time and pace
25
Planning
Considerations
Update
on establishments
of CETCS
• Improved service levels are directly
dependent on the following pre-requisites:
–
–
–
–
–
–
–
–
–
The extent to which posts have been filled
The skill s and experience levels of available staff
Leadership and management
Clarity, availability and applicability of policies, delegations and procedures
Appropriate office accommodation, facilities, services and equipment
• Offices
• Desk and Chairs
• Telephones
• Fax and copiers
• Personal computers
• Printers
A secure, healthy and safe environment
Availability and stability of the technical environment
Accessibility to BAS and PERSAL
The availability of files kept in a secure facility (registry)
26
Function
Shift Activities
Update
on establishments
of CETCS
• Policies updated, approval, communication and support
• Implementation of policies and procedures:
– Ensure that they are communicated and explained to staff
– Assist management and staff where necessary
– Provide induction and hands on training where necessary
– Regularly check for gaps and issues and work with management and
staff to find and implement solutions
• Monitoring, support and knowledge transfer
• Physical infrastructure set up, improvements and support
• Technical infrastructure set up, improvements and support
• Movement of people and filling of vacant posts
• Execution of procedures in accordance with policies
27
Skills
Assessment
Function
Shift Activities
Update
on establishments
of CETCS
Job
Description
Performance Improvement
BPR
Orientation
&
Induction
Policy & Procedure
Manual
Policy & Procedure
Training
Performance
Management
System
Communication
28
28
Progress on Key Milestones: Legal
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
1. Signed TVET implementation
protocols: DG and HODs
• DG and all HODs signed implementation protocols.
2. Signed TVET implementation
protocols Addenda: DG and HODs
• DG and HODs signed implementation protocols addenda.
3. Signed TVET implementation
protocols: Minister and MECs
• Minister and all MECs signed protocols.
4. Publication of Gazette – transfer of
FET staff and other remaining
functions effective 1 April 2015.
• Commencement notice published on 26 March 2014.
5. Signed AET implementation
protocols: DG and HODs
• DG and all HODs signed implementation protocols.
29
Progress on Key Milestones: Legal
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
6. Statutory shift of AET by the President.
Begin the process of the gazetting to be
effected on 1 April 2015.
• The President has signed the Proclamation to
announce the commencement from 1 April 2015 of
Sections 24, 25 (2) and 25 (3) of the Further
Education and Training Colleges Amendment Act,
2013 (Act No. 1 of 2013).
7. Statutory shift of AET by the President
and TVET college functions by the
Minister to take effect .
• The process for the publishing of the Proclamation
has been activated.
8. Signed-off TVET colleges protocol
Annexures
• Only NC HOD signed off Annexure B.
• HODs are not submitting signed-off Annexures
despite requests from DHET.
• Letters have been compiled requesting HODs to
sign off lists
• Letters to MECs requesting them to assist in
obtaining signed off staff lists from HoDs have been
compiled and dispatched. There has been no
response to date.
30
Progress on Key Milestones: Finance
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
1. HEDCOM consultation
• HEDCOM meeting held on 21 May 2014.
• HEDCOM technical sub-committee on function shift
meeting held on 12 June 2014.
2. Finalised function shift project budget for
2014/2015
• Function Shift budget compiled and request for
approval submitted to National Treasury (NT).
• Only R10m of the requested R80m approved.
3. Consultation with National Treasury
• DG: DHET and DG: NT meeting held on 12 August
2014.
• Presentation to Technical Committee on Finance
conducted on 17 September 2014.
4. Consult PEDs on funding scenario to
determine budget to be transferred
• PEDs consulted through HEDCOM, letters sent to
HODs and CFO visits to Provinces.
5. Convene HEDCOM and CEM meeting
for the last decision point in regards to the
funding scenario
• Minister’s report on consultations conducted and an
update on the function shift sent to MECs.
6. Final determination by National Treasury
and FFC of TVET and AET budget to be
transferred to DHET
• Minister of Finance has determined the quantum of
funds to transfer to DHET.
• Letter sent to Minister of HET on 17 October 2014
confirming the budget transfer.
31
Progress on Key Milestones: Finance
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
7. Finalise calculations for on-going
management, administrative capacity and the
resources required for the function shift from 1
April 2015
• DHET’s Finance has finalised calculations
and established that the budget allocated for
AET examinations is inadequate.
8. Finalisation of budgets to be transferred for
TVET Colleges and AET for 2015/16
• The quantum of funds to be transferred to
DHET for TVET colleges and AET has been
determined by NT.
9. Funding norms finalised for TVET colleges
• Funding norms have been finalised and have
been published for public comments.
• Public comments have been obtained and
incorporated. The process of gazetting is on
course.
10. Funding norms finalised for Community
Colleges
In
progress
• Draft funding norms for Community Colleges
are being prepared.
32
Progress on Key Milestones: HR LR
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
1. Signed and ratified TVET collective
agreements - educators
• Collective agreements (CAs) for TVET college
lecturers and support staff have been signed and
ratified.
2. Signed and ratified TVET collective
agreements – support staff
• Collective agreements (CAs) for TVET college
lecturers and support staff have been signed and
ratified.
3. Milestones from National
Implementation Task Team process for
securing the implementation of Collective
Agreements for TVET colleges.
• Provincial staff information workshops
conducted for affected TVET college staff.
• Identification of staff to be transferred from TVET
colleges finalised end of November 2014.
4. Consultation with Provincial Staff
regarding transfer to the Department.
• Provincial staff information workshops
conducted for affected TVET Unit staff.
• Identification of staff to be transferred finalised.
33
Progress on Key Milestones: HR OD
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
1. Approval of the DHET supplementary
organogram establishing the posts by DPSA
• The regional structure incorporating TVET
data has been developed. The AET
Component to be finalized based on staff
lists sent to HODs for verification and
signing-off.
2. Ministerial approval of how functions are to be
managed: all centralised, part centralised and
decentralised, part agency
• Business Process Mapping exercise has
been commissioned.
• Service provider to be appointed to map
business processes across the Department
3. Fast track the approval of the function shift
organogram to create the exact posts as they
exist in the PED and Colleges in the DHET
• Minister has approved the creation of 117
TVET units and 352 AET unit provincial
posts.
• Engagements with DPSA on the
organogram are on-going.
34
Progress on Key Milestones: HRA
PROGRESS UPDATE
KEY MILESTONES
STATUS
COMMENTS
1. Provincial visits led to meeting HOD, CFO
and HRD Senior manager and to collect
annexures as well as deal with PED
assistance in appointing transferred staff to
PERSAL
• Data cleansing and physical verification of TVET
college staff conducted.
• PERSAL data for AET staff is verified monthly.
2. Office based posts identified, files and
PERSAL updated
• DHET is proceeding to upload staff onto
PERSAL based on staff lists sent to PEDs for
confirmation and signing-off
3. Begin to recruit staff to operationalize AET
and TVET colleges by 1 February 2015 from
the vacant posts being transferred
• Post necessary to perform function shift tasks
have been identified and advertised.
4. PERSAL Activated
In progress
• TVET colleges to serve as PERSAL hubs have
been identified.
• Connectivity to commence upon agreeing with
College Councils.
35
Project
Summary
Update
on Progress
establishments
of CETCS
Project Progress Summary
Tasks completed
1770
Percentage tasks completed
82%
Tasks in Progress
212
Percentage tasks in progress
9,80%
Tasks not yet
started
182
Percentage tasks not yet
started
8,40%
Total Tasks
2164
100%
36
Thank You
GITO
SIPHO NGCOBO
Content
1
Vision
22
Strategic Objectives
3
Operational Plan
4
Innovation
5
Connectivity e-Campus
6
Questions and Answers
VISION
• Establish the DHET as an “on-demand and
always-on”
• Next generation 24x7 enterprise
• Accessible from any location, by any
computing device (enterprise mobility)
• Using cloud computing, virtualisation and
open standards
• For a single view of data for the post school
education sector
Enabling Pervasive Virtualization
and Private/Public Cloud
Strategic Objectives
•
Enhance the overall
management of information
technology and customer
service delivery
•
Design and implement next
generation network
infrastructure (24x7)
• Deliver and maintain a robust,
flexible, secure, and efficient
ICT infrastructure
• Refresh through the
acquisition of IT goods
(hardware and software) and
services
Hybrid
Cloud
•
•
•
Implement IT solutions that are aligned with the DHET
business strategy, policy goals, and statutory
requirements
To measure the performance of service providers
against the deliverables specified in the agreements
Ensure appropriate risk-based compliance with
security related laws and guidelines
Operational Plan
Improve efficiency in the LAN/Desktop support
department by
and maintenance
implementing the
necessary information
technology infrastructure
1.
2.
3.
Strategic Partner (Cloud Expertise),
SITA is being considered but other
options could be explored
Systems Integrator (Applications)
Technical Certified Expertise
Ensure management
performance of the
service providers against
the deliverables specified
in the agreements (VPN
services)
Improvement of ICT
1.
maturity levels. There
is a URGENT need to
develop and
2.
implement Corporate
Governance of ICT in
the TVET sector
All SLA deliverables and Metrics
fulfilling ITIL 3 service delivery
requirements
Performance metrics in place for
measuring SLAs
Improve and automate
business processes,
develop collaborative
information sharing tool,
document management
Enterprise content
1.
management,
automated business
processes, 1st point of 2.
contact (Official and
Citizen)
3.
Transfer applications
to a converged data
centre
4.
Output 1,5: Business Intelligence
reporting for skills planning (Single
Holistic view of data)
Presently building a new data centre at
SITA. SANReN or Innov Hub may be
considered for DR site.
Hardware investment required from
DHET (TVETBMS, Skills Systems,
SharePoint etc)
SITA is not capable of providing a
complete managed or hosting service
Learning Management
Operational Plan
Testing the Disaster
Recovery Plan on an
identified and agreed site
Ensure appropriate riskbased compliance with
security related laws and
guidelines
Identify options for warm
standby site. There is no
clear picture of what
obtaining in the TVET
sector
1.
2.
3.
Firewalls, Internet filtering, 1.
log file management and
2.
anti-virus solutions
3.
4.
Renew software licenses
to ensure legal use of
software by and avoid any
litigation and hardware
refresh.
Renewal of licenses in
time
1.
2.
3.
Started to engage WITS year before
last
Spoken with Innovation hub and
SANReN
Split production between DR and Data
Center
Procure firewalls
Procure internet filter and log
monitoring software
Karspersky AV already in place in the
Department.
An enterprise licencing to drive down
cost including the TVET sector.
Microsoft for DHET.
Should consider centralising all
Microsoft enterprise licencing to drive
down cost including the TVET sector)
Cost for other enterprise licences
(Microsoft, ORACLE) to increase
significantly
Operational Plan
•
•
Provide a reliable
information base for
monitoring and
management of the TVET
college sector
TVET Business
Management
System
Improve efficiency at
Indlela by implementing
the ICT infrastructure
Implementation of
ICT infrastructure
to improve
efficiency
•
•
•
External Wireless Connectivity Project
Internal wireless to be redesigned
Support transferred to DHET since 2011
Improve LAN uptime and
stability
Optimisation of
local area network
•
•
•
•
Single Point of failure network
Whole network is out-dated and slow
Largely stabilised over a period of two years
Requires a major investment that can be taken
to new building or a DR site at a later stage
•
Transfer to converged data centre architecture
Integrate BMS reporting with Business
Intelligence on SharePoint Portal
Oracle Licensing will be reduced if converged
hardware architecture is implemented
Connectivity e-CAMPUS
• Department
could
deliver
the
best
educational content directly to the student on
a non-expensive tablet that can be tracked
and secured
• This could be achieved by installing:
 a media server on a campus;
 connected to a campus-wide wireless
router; and
 a student can learn anytime and anyplace
on the campus
Connectivity e-CAMPUS
It possible to use the tablet/MacBook Air to
determine class attendance as the software is
GPS enabled
dhet.gov.za one-email-for-all will be available on
the tablet
• relevant curriculum in digitised format can be
preloaded from the media server to the tablet
• partnership agreement with private sector should
ensure the deployment these tablets and /or
MacBook Air free of charge to students and
lecturers
Connectivity e-CAMPUS
Implementation a unified email and messaging system through
Hosted Exchange (HE)
• TVET colleges will be able to send and receive emails as though
they are on the DHET domain.
• Submission for approval to implement HE en route.
• Develop a plan for TVET to connect of HE through a negotiated
Microsoft Licensing Agreement
Installation of Wide Area Network connectivity for Persal
implementation
• Persal implementation to give effect to HR and Financial
Administration
• Submission and letters sent to TVET Principal Colleges
• Engagement with IT mangers to develop a coordinated programme
to monitor the implementation thereof
INNOVATION
Transforming Costs, Efficiency and
Availability
IT “Soft” value add
3 Obtain Service levels
2 Simple Network
management from one
console
1 Reduce Capital and
Operational Costs
Metrics that can be proven
6
>99.9% network
availability
Service Level
monitoring
5
Improve utilization
across all apps by 3-4X
Manage
4
Time to provision, move,
change down to minutes!
and deploy apps in
minutes
3
Increase time spent on
strategic projects 2X
2
Defer Data Center
Expansion by years
1
Reduce Capex by >70%
and Opex by > 80%
Automate
Consolidate
and Simplify
Infrastructure
INNOVATION
Cloud portfolio: DHET “On-Demand”
24x7x365
Hybrid
TVET Cloud
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ICT
50
FINANCE
SAKHELE SEFULA
Discussion Points
• Legislative Requirements
• Circular on information on insurance deductions, tax deductions,
court orders and salary advices
• Policy on payroll management and certification
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Background
Legislative requirements
• Sections 8.3.4 and 8.3.5 of the Treasury Regulations
“For all employees, the person in charge at the respective pay-points
must certify on the date of payment that all persons listed on the
payroll report are entitled to payment.”
“Within ten days of being certified, the payroll report must be returned
to the chief financial officer. The accounting officer must ensure that
all pay-point certificates have been received on a monthly basis.”
• Section 40(1)(a) of the Public Finance Management Act
“The accounting officer for a department, trading entity or constitional
institution – a) must keep full and proper records of the financial
affairs of the department, trading entity or constitutional institution
in accordance with any prescribed norms and standards;”
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Financial Delegations
• Specimen signatures will be required for all responsibility
managers for audit purposes – Will be requested in April
2015
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CIRCULAR ON INFORMATION ON INSURANCE DEDUCTIONS,
TAX DEDUCTIONS, COURT ORDERS AND SALARY ADVICES
•
Insurance deductions
• Currently on PERSAL – deductions will automatically be transferred if
transfers is taking place programmatically or utilising Phase I and II.
However, should it be a transfer out of bureau from the former
Department – these deductions will not be automatically reinstated.
• Not currently on PERSAL – deductions will not automatically be
transferred.
• Officials need to ensure that these deductions are reinstated by their
insurance companies as from 1 April 2015
• Transferring officials should make sure that all insurance related
deductions are catered for
•
IRP5’s
• Officials will receive two IRP5’s in respect of salaries for the 2015 tax
year.
• First IRP5 for March 2015 will be issued by the previous employer
• Second IRP5 for April 2015 till February 2016 will be issued by the new
employer
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CIRCULAR ON INFORMATION ON INSURANCE DEDUCTIONS, TAX
DEDUCTIONS, COURT ORDERS AND SALARY ADVICES
•
Garnishee orders, maintenance orders and administration orders
• Currently on PERSAL – deductions will automatically be transferred if transfers is
taking place programmatically or utilising Phase I and II. However, should it be a
transfer out of bureau from the former Department – these deductions will not be
automatically reinstated.
• Not currently on PERSAL – deductions will not automatically be transferred
• Responsibility of each individual transferring official to ensure that all related
court order deductions are reinstated on PERSAL at DHET
• Transferring officials should make sure that all court order related deductions are
catered for
• Salary advices and pay sheets
•
•
•
•
•
Salary advices and pay sheets will be distributed once a month through courier
services to the various colleges/distribution points
Salary advices and original pay sheets for April 2015 will be distributed in the
first week of May 2015
Officials should sign off on the pay sheets for receipt of salary advices
Pay sheets will be distributed with every salary run to various responsibility
managers for certification of pay sheets by responsibility managers and be
returned through fax/email within five days to email addresses provided in letter.
Original pay sheets should be kept by responsibility managers on a file for
auditing purposes
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Policy on payroll management and certification
• Payroll certificates and pay slips will be couriered by the Directorate:
Financial Services to the various pay-points in the regions, once every
month.
• All payroll certificates will be forwarded electronically to responsibility
managers in the regions/districts to:
• ensure that a copy of the payroll certificate is certified by the regional
manager confirming that all officials on this certificate are entitled to
payment and that the information on the certificate is correct
• Indicate any change, amendment or incorrect information, with the pay
date as the date certified.
• This certified document :
• must be kept in a separate file for audit purposes at the office of the
responsible manager who certified this documentation.
• a copy of this payroll certificate (with responsible manager’s
certification) must be scanned/faxed to the Directorate: Financial
Services within 5 days after date of payment (certification date) by
means of e-mail or fax.
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Policy on payroll management and certification
• Upon receipt of original pay sheets and payroll certificate, responsibility
managers in the regions must:
• ensure that the various staff members in the relevant pay-point
receives and signs next to their names for their pay slips on the
original payroll certificate.
• Once again certify with the pay date used as the date certified.
• Keep the signed off document on file for audit purposes
• Scanned/fax the signed off payroll within 10 days after receiving the
salary advices by means of e-mail or fax to the Directorate: Financial
Services
• Risk of not signing for pay sheets and not certifying payroll certificates
• No signature/reason as to why a person have not signed is provided
on the payroll certificate next to name of officials receiving pay
sheets – if no signature/reason is appearing for two consecutive
months – salary will be terminated on PERSAL for that specific
person
• Pay sheets not submitted on time to Directorate: Financial Services –
information will be reported to CFO.
58
Thank You
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