FUNCTION SHIFT PREPARATORY WORKSHOP 17 TH - 20 TH MARCH 2015.

FUNCTION SHIFT PREPARATORY WORKSHOP

17TH - 20TH 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

Office of the DDG

CD: HUMAN RESOURCE

MANAGEMENT, PMDS AND LR

HUMAN RESOURCE MANAGEMENT AND

ADMINISTRATION

PERFORMANCE MANAGEMENT,

TRAINING AND OD

LABOURRELATIONS AND EMPLOYEE

HEALTH AND WELLNES

ICT (GITO) SECURITY ADVISORY SERVICES

FACILITIES MANAGEMENT AND

LOGISTICAL SERVICES

COMMUNICATIONS AND MEDIA LIAISON

COMMUNICATION AND MEDIA LIAISON

CALL CENTRE AND CLIENT SERVICES

RISK MANAGEMENT

DHET CORPORATE STRUCTURE: CURRENT

SAICA HRG’S & CFO PROJECT

DHET CORPORATE STRUCTURE: NEW

Office of the DDG

CD: HUMAN RESOURCE MANAGEMENT, PMDS

AND LR

HUMAN RESOURCE MANAGEMENT AND

ADMINISTRATION

PERFORMANCE MANAGEMENT, TRAINING

AND OD

LABOURRELATIONS AND EMPLOYEE HEALTH AND

WELLNES

Chief Information Technology Officer )

APPLICATIONS SYSTEMS AND POTAL DEVOPMENT

ENTERPRISE AGRITECTURE AND GOVERNMENT

IT INFRASTRUCTURE MANGEMENT

ADMINISTRATIVE AND AUXILARY SERVICES

FACILITIES AND RECORDS MANGEMEN AND

AUXILARY SERVICES

SECURITY ADVISORY SERVICES

ANTICORUPTION AND FRAUD PREVENSION

COMMUNICATIONS AND MEDIA LIAISON

COMMUNICATION AND MEDIA LIAISON AND

EVENTS MANAGEMENT

CALL CENTRE AND CLIENT SERVICES

LIABRARY INFORMATION RESOURCE REASEACH AND

LEARNING NETWORKS

RISK MANAGEMENT

HUMAN RESOURCE TALENT MANAGEMENT

TRANSFORMATION AND EQUITY

SAICA HRG’S & CFO PROJECT

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 decision-making 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

HR AND FINANCIAL SUPPORT SERVICES

TVET COLLEGESCURRICULUM

SUPPORT

COMMUNITY COLLEGES

COMMUNITY LEARNING CENTRES

REGIONAL DDG

REGIONAL CHIEF

DIRECTOR

DDG: CORPORATEDDG - VCET CFO DDG: SKILLS

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REGIONAL OFFICE FUNCTIONALITY

CoordinationInstitutional supportCommunity Liaison

Career AdviceSector liaison

Industry partnershipsProvincial Service Delivery Forums

Provincial Skills Development ForumsCORPORATE SUPPORT SERVICES

VOCATIONAL AND CONTINUING EDUCATION AND TRAINING

UNIVERSITIES SKILLS DEVELOPMENT (SETAs)

•Academic Universities•Universities of Technology•(Private) institutions•NSFAS

•FET Colleges•Adult Education and Training Centres•Community Centres•(Private) institutions

•Training/Skills Centres•SETAs•Trade Tests (INDLELA)•SDFs – Premier’s Offices•QCTO•NAMB•(Private) providers

INSTITUTIONAL AUTONOMY?????INSTITUTIONAL AUTONOMY?????

MEDIUMHIGH

NAT

ION

ALRE

GIO

NAL

INST

ITU

TIO

NAL

LOW

• 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;

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• 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.

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• 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

FUNCTIONS OF REGIONAL OFFICE

• Draft College Structure.pdf

• College top tier structure.pdf

16

COLLEGE STRUCTURE

THANK YOU

DEPARTMENT OF HIGHER EDUCATION AND TRAINING

BRIEFING ON PROGRESS ON THE MIGRATION OF ADULT EDUCATION AND TRAINING (AET) AND

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

Project Management Office

THEMBA MSIPHA

Presentation Outline

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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

FETCA Act, 2012

Objectives

• 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”

• Provides afresh for the appointment of staff

Practical Implications

• 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

+9 Regional Offices

Outcomes

• Act on transitional measures introduced and date of commencement determined by Minister

Introduction and Background

+50 TVET Colleges with 264

Campuses

+9 CET Colleges with 3 150

Community Learning Centres

• Effective transfer of TVET and AET Functions

20

Update on establishments of CETCS

21

Transitional Arrangements

21

9 X PEDs

50 x TVET Colleges

DBE

9 x PEDsAET & TVET

Units

DHETHead Office

Current Transitional Phase

31 March 2015 1 April 2015 – 31 March 2016

3 150 x AET Centres

364 x Campuses

District Offices

50 x TVET Colleges

364 x Campuses

9 x CET Colleges

3 150 x CLCs

Institutional Support


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Transitional Arrangements

22

9 X PEDs

50 x TVET Colleges

DBE

9 x PEDsAET & TVET

Units

DHETHead Office

Current Transitional Phase

31 March 2015 1 April 2015 – 31 March 2016

3 150 x AET Centres

364 x Campuses

District Offices

50 x TVET Colleges

364 x Campuses

9 x CET Colleges

3 150 x CLCs

90 x District Offices

Corporate Services Support

9 X ROs


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Function Shift Transitional Approach

March 2015 1 Apr 2015-31 March 2016 Apr

Head OfficeFunction Shift Liaison Officer (FSLO)

Provincial Function Shift Liaison Officers (PFSLO)

Hand Over

Strategic Leadership and Management

Project Management Office (PMO)

Operational Task Team (OTT)

15 x Sub-Project Managers

Plan Implement Support

Regional OfficesPhysical and Technical Infrastructure Set-Up

Regional Offices Set-Up and Management


CET Colleges and TVET Colleges

CET Colleges Physical and Technical Infrastructure Set-Up

TVET and CET Colleges Management



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Function Shift Transitional Approach

Five Major Sub-Projects critical to the sustainable success of the Function Shift have been identified :

On-Going DHET Operations (Operational Management Focus Areas)

On-Going DHET Operations (Operational Management Focus Areas)

Function Shift Interventions(Finance, HRA, Movable Assets, Immovable Assets, IT)

Function Shift Interventions(Finance, HRA, Movable Assets, Immovable Assets, IT)

*Staff Uploading onto PERSAL: Staff Verified, Posts Created, Staff Uploaded*Staff Uploading onto PERSAL: Staff Verified, Posts Created, Staff Uploaded

*TVET Colleges PERSAL Connectivity: Assessment, Agreement, Installation*TVET Colleges PERSAL Connectivity: Assessment, Agreement, Installation

*Appointment of new staff: Posts Identified, Advertised, Staff Appointed *Appointment of new staff: Posts Identified, Advertised, Staff Appointed

*Secure office accommodation: Arrangements with PEDs Finalised, Offices Secured*Secure office accommodation: Arrangements with PEDs Finalised, Offices Secured

*AET Examinations: Engage NT, Decide on Arrangements, Implement*AET Examinations: Engage NT, Decide on Arrangements, Implement


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Planning ConsiderationsScope:

– 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


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Planning Considerations• 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)


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Function Shift Activities

• 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


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Function Shift Activities

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Job Description

Skills Assessment

BPR

Orientation&

Induction

Policy & ProcedureManual

Policy & Procedure Training

PerformanceManagement

System

Communication

Perform

ance Impro

vement

Progress on Key Milestones: Legal

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KEY MILESTONES

PROGRESS UPDATE

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.

Progress on Key Milestones: Legal

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KEY MILESTONES

PROGRESS UPDATE

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.

Progress on Key Milestones: Finance

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KEY MILESTONES

PROGRESS UPDATESTATUS 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.

Progress on Key Milestones: Finance

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KEY MILESTONES

PROGRESS UPDATE

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.

Progress on Key Milestones: HR LR

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KEY MILESTONES

PROGRESS UPDATE

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.

Progress on Key Milestones: HR OD

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KEY MILESTONES

PROGRESS UPDATE

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.

Progress on Key Milestones: HRA

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KEY MILESTONES

PROGRESS UPDATE

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.


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Project Progress Summary

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%

Thank You

GITO

SIPHO NGCOBOSIPHO NGCOBO

Vision1

Operational Plan

2

5

Innovation

3

Questions and Answers

4

Content

2 Strategic Objectives

6

Connectivity e-Campus

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

• 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

• 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

• Enhance the overall management of information technology and customer service delivery

• Design and implement next generation network infrastructure (24x7)

Operational Plan

Improve and automate business processes, develop collaborative information sharing tool, document management

Enterprise content management, automated business processes, 1st point of contact (Official and Citizen)

Transfer applications to a converged data centre

Learning Management

1. Output 1,5: Business Intelligence reporting for skills planning (Single Holistic view of data)

2. Presently building a new data centre at SITA. SANReN or Innov Hub may be considered for DR site.

3. Hardware investment required from DHET (TVETBMS, Skills Systems, SharePoint etc)

4. SITA is not capable of providing a complete managed or hosting service

Improve efficiency in the department by implementing the necessary information technology infrastructure

LAN/Desktop support and maintenance

1. Strategic Partner (Cloud Expertise), SITA is being considered but other options could be explored

2. Systems Integrator (Applications)3. Technical Certified Expertise

Ensure management performance of the service providers against the deliverables specified in the agreements (VPN services)

Improvement of ICT maturity levels. There is a URGENT need to develop and implement Corporate Governance of ICT in the TVET sector

1. All SLA deliverables and Metrics fulfilling ITIL 3 service delivery requirements

2. Performance metrics in place for measuring SLAs

Operational Plan

Renew software licenses to ensure legal use of software by and avoid any litigation and hardware refresh.

Renewal of licenses in time

1. Microsoft for DHET. 2. Should consider centralising all Microsoft

enterprise licencing to drive down cost including the TVET sector)

3. Cost for other enterprise licences (Microsoft, ORACLE) to increase significantly

Testing the Disaster Recovery Plan on an identified and agreed site

Identify options for warm standby site. There is no clear picture of what obtaining in the TVET sector

1. Started to engage WITS year before last2. Spoken with Innovation hub and SANReN3. Split production between DR and Data

Center

Ensure appropriate risk-based compliance with security related laws and guidelines

Firewalls, Internet filtering, log file management and anti-virus solutions

1. Procure firewalls 2. Procure internet filter and log monitoring

software3. Karspersky AV already in place in the

Department. 4. An enterprise licencing to drive down

cost including the TVET sector.

Operational Plan

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

Provide a reliable information base for monitoring and management of the TVET college sector

TVET Business Management System

• 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

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

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


It possible to use the tablet/MacBook Air to determine class attendance as the software is GPS enableddhet.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


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 Metrics that can be proven

Reduce Capital and Operational Costs

1Consolidate

and Simplify Infrastructure

2

1

Defer Data Center Expansion by years

Reduce Capex by >70% and Opex by > 80%

3 Obtain Service levels Automate Service Level

monitoring

6

5

>99.9% network availability

Improve utilization across all apps by 3-4X

Time to provision, move, change down to minutes!

2 Simple Network management from one console

Manageand deploy apps in

minutes

4

3 Increase time spent on strategic projects 2X

Hybrid

Cloud portfolio: DHET “On-Demand”24x7x365

Outsourcing

• True Hybrid Cloud• Single point of

contact• Scalable• Fully Redundant

DHET Private CloudConverged Data

Center

(WAN)

TVET Cloud

Physical Virtual

Universities, SETAS, Other

Physical Virtual

Regional Offices Cloud

Physical Virtual

(WAN)

INNOVATION

Head Office, Cape Town, Indlela

Disaster

Physical Virtual

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Innovate

Collaborate

Transform

Thank you

ICT

FINANCE

SAKHELE SEFULA

Discussion Points

52

• Legislative Requirements• Circular on information on insurance deductions, tax deductions,

court orders and salary advices • Policy on payroll management and certification

BackgroundBackground

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

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• Specimen signatures will be required for all responsibility managers for audit purposes – Will be requested in April 2015

CIRCULAR ON INFORMATION ON INSURANCE DEDUCTIONS, TAX DEDUCTIONS, COURT ORDERS AND SALARY ADVICES

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• 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

CIRCULAR ON INFORMATION ON INSURANCE DEDUCTIONS, TAX DEDUCTIONS, COURT ORDERS AND SALARY ADVICES

56

• 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

Policy on payroll management and certification

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• 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.

Policy on payroll management and certification

58

• 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.

Thank You

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FUNCTION SHIFT PREPARATORY WORKSHOP 17 TH - 20 TH MARCH 2015.

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Transcript of FUNCTION SHIFT PREPARATORY WORKSHOP 17 TH - 20 TH MARCH 2015.