Transcript Slide 1

TRANSFER LETTER & DISPUTE
RESOLUTION
Fanie Reyneke & Nadia
Williams
TRANSFER LETTERS
• 2 letters produced – for transfer and non
transfer
• Acceptance slip for all staff to sign and return
to Principals
• Deadline date – 30 March 2015
• Colleges issued with letters today – CD /
Memory stick
• PED / AET letters will be sent directly to staff
MIGRATION LETTERS
• Latest data with DHET on Schedule W1 used to prepare
all letters.
• Control list YES to transfer:
CONTROL LIST YES SOUTH CAPE.pdf
• Letters all to transfer:
transfer dhet yes south cape.pdf
• Control list NO not to transfer (stay college employee):
CONTROL LIST NO SOUTH CAPE.pdf
• Letters all not to transfer :
transfer dhet no SOUTH CAPE.pdf
3
MIGRATION LETTERS
ROLE OF COLLEGE
• College principal to co sign.
• Issue letters via control list and facilitate
process on acknowledgement slips to be
returned.
• Submit full control list with signatures and
control slips back to DHET.
4
MIGRATION LETTERS
ROLE OF DHET
• Provide all lists electronically (pdf format).
• Central database of control
• All queries in relation to adjust / correct any to
be facilitated via DHET central office:
PROVINCE
CONTACT
NUMBER
HRG CONTACT
BASE
Nozipho Chivizhe
DHET / SAICA National
0727775800
Nomabali Mbeje
DHET / SAICA National
0824231322
5
THANK YOU
Questions
6
DISPUTE RESOLUTION – NITT PROCESS
8. Management of
Migration Grievances
1. Grievances relating to the Migration to be raised
and discussed informally with the Principal or
delegated authority.
2. Within three (3) days of non-resolution these
have to be registered formally with the Principal
3. Within five (5) days of non-resolution, the
Grievance should be forwarded to the NITT to be
addressed within the period of less than twenty
one (21) days
4. In the absence of the resolution or where the
staff member is dissatisfied with the resolution
of the NITT, the staff can follow a dispute
process.
ORGANISATIONAL DEVELOPMENT
BOLEKWA MASETI
OD SUPPORT TO COLLEGES
The OD team will support Colleges in relation to the following functions:

Advice on College structure models and options

Advice on the application of DPSA Org design principles

General Organisational design advisory services

Job evaluation advisory services

Job description advisory services

Workstudy services (outsourced for now due to capacity limitations)

Performance Management system advisory services

Policy advice/consultancy related to OD, Job evaluation, Job
descriptions and the Performance Management and Development
9
NATURE OF TRANSITIONAL SUPPORT TO COLLEGES
 Due to capacity constraints at Head Office, only the
College Principals, Deputy Principals and College HR teams
will be inducted on the DHET Induction program
 The nominated College trainers will cascade the DHET
Induction to the rest of the College staff
 The same principle will apply to the roll-out of OD, PMDS and
Training processes to Colleges
10
IMMEDIATE PLANS
 Plans to ensure that Colleges are inducted and trained
are in place
 46 workshops will be held across the nine provinces for
both projects
 To save costs, Colleges will be used as workshop
venues
11
JOB EVALUATION
 The following posts have been evaluated:
 Principal
 Deputy Principal: Corporate Services
 Deputy Principal: Academic
 Deputy Principal: Finance
 Deputy Principal: Registrar
 Once JE results have been approved, Colleges will be
informed
JOB EVALUATION OF OTHER COLLEGE POSTS
 A suite of core Job Descriptions must be developed and JE
undertaken for all posts in Colleges
 There is a need to standardise naming conventions and
job
evaluation
to
ensure
consistency
and
the
application of the equal pay for equal work JE principle
 This will ensure that jobs are correctly named and
evaluated against a correct set of responsibilities and
placed correctly on the structure
COLLEGE STRUCTURES
 The following generic model for a College structure is
recommended:
 A College must be headed by a Principal
 A TVET College must have the following 4 DPs:
 Financial Management
 Academic Development
 Registrar
 Corporate Services
COLLEGE RESOURCE ALLOCATIONS

College structures will remain as they are until such time a College
Workstudy has been conducted to address Core and Support staff
ratios, pay structure anomalies, grade anomalies, etc.

Colleges may have additional posts where necessary such as
Innovation and Research, funded by Colleges

It is assumed that some of the activities of this position could be
undertaken by any of the 4 DP positions

SAICA has made recommendations on how future College
structures may look like

The position above has not been widely consulted but it should
steer the debate and discussion on college structures
BUSINESS PROCESS MAPPING
 Detailed desk top analysis and a detailed review per
College is required for the following reasons:
 To determine the appropriate number of staff per College
 To achieve a greater degree of standardisation with
numbers, roles and reporting lines
 To determine time utilisation analysis for both core and
support staff
 To determine workflows, optimum staffing levels and the
required skill sets
BUSINESS PROCESS MAPPING
 A Business Process Mapping project will commence in due
course
 The outcome of this process will inform the Service delivery/
Implementation model and appropriate allocation of Core
and Support functions at Head Office, regional office as well
as at the College level
COLLEGE RESOURCE ALLOCATIONS
 The diverse demographic profile of Colleges
requires a more pragmatic approach to College
resource allocations and measures
 The Lecturer: Student ratios can easily
determined and should be rigidly enforced
be
 However, the Support: Core ratios must be driven
by the actual workflows, work volume, number of
core clients, productivity norms, etc.
COMMUNITY COLLEGES
 3 DPs are recommended as follows:
 Academic Development
 Registrar
 Corporate Services and Financial Management
 An Academic Board may be created
PMDS TIMELINES FOR PRINCIPALS AND DP’s
NO
ACTIVITY
DUE DATE
1
Submission of 3rd Quarter review forms
31 January 2015
2
Submission of 4th Quarter forms
30 April 2015
3
Submission of Annual assessment forms as well
31 May 2015
as performance agreements for 2015/16
PMDS
The following 3 systems will remain on 1 April and migrate
with time after consultation, training and determination
of alignment points:
 EPMDS for support staff
 PMDS for office-based lecturers
 IQMS for lecturers
 There are legislative, policy and operational
implications to be considered and navigated
INFORMATION AND DOCUMENTS
REQUESTED FROM COLLEGES
INFO & DOCUMENTS REQUESTED BY 28 FEBRURY 2015

Signed PA’s for Principals and DP’s for the 2014 academic year

Signed performance review forms for Principals and DP’s

Signed financial disclosure forms of Principals (2014/15 financial year)

Latest JD’s for both filled and vacant funded posts, if any

Approved JE results for all posts, excluding Educators, if any

Signed-off College structures, if any

Latest College staff lists

All current College-funded Bursaries, if any

Results of any Skills Audit done

2014/15 Training Plans, if any
FACILITIES MANAGEMENT
VORTSER PHATHELA & NOSIPHO
MAKWETU
RELEVANT LEGISLATION
• Further Education and Training College Act 16 of
2006
• The Constitution of the Republic of South Africa 1996
• Government Immovable Asset Management Act No
19 of 2007
• National Archives & Record Service of South Africa
Act no 43 of 1996 as amended
PROGRESS TO DATE
• Letters from DHET Minister were sent to MECs
informing them that all transferred officials FET
and AET will continue to use their current office
accommodation until DHET secures offices.
• DPW have been requested to commence with
the procurement of offices in the provinces
PROGRESS TO DATE
• Archiving space for over 38000 personnel files and for
additional personnel has been secured at DHET head office
• DHET has developed an immovable asset register for all
colleges and it is being updated on a continuous basis.
• The department is monitoring and providing support to
ensure that college properties are transferred into the
name of colleges
PROGRESS TO DATE
• Planning for the transportation of personnel files from
provinces have commenced
• The upgrading project for DHET offices at Umgungundlovu
FET is in planning and project team is in place
• A circular will be circulated to Colleges to request that
disputes with Provinces in the transfer of college properties
should be brought to the attention of DHET
CHALLENGES
• Alternative office accommodation for
transferred officials could not be secured in the
2015/16 financial year
• AET district officials to remain at district offices
• Delays in the finalization of community colleges
accommodation and governance structures
CHALLENGES
• Personnel files still in the provinces as the
budget will be available from April 2015
• Disputes between provinces and colleges in
the vesting of college properties
• Provinces indicating insufficient office
accommodation for transferred officials
CHALLENGES
• There were delays in securing new leased office
accommodation by DPW at the regions
• Irregular transfer of College properties by Provinces
• Lack of proper filling system in colleges
• Slow pace in transferring properties into the name of
the colleges
WAY FORWARD
• Protocol agreements will be sent to provincial HODs
from DHET for office accommodation and support
service arrangement at the provinces and districts
• DHET has commenced with the procurement of
regional office accommodation through DPW
• Transportation of personnel files from the provinces
to DHET Head Office will commence in March
WAY FORWARD
• DHET will assist Colleges in resolving
disputes over property ownership transfer
and a circular will be sent out to colleges
• DHET will assist colleges with the
implementation of the file plan
CONTACTS
•
•
•
•
Mr Phathela V:Facilities Management
012 312 5688
0761933291
[email protected]
• Ms Nosipho Makwetu
• 012 312 5003
• [email protected]
THANK YOU
LABOUR RELATIONS – STRIKE
MANAGEMENT
JOHN SLATER
SECURITY
RICHARD ZUNGU / EUGENE
NKHWASHU
SECURITY ADVISORY SERVICES
PURPOSE:
To ensure a safe and healthy work environment
FUNCTIONS:
– Maintain security policy and legislation and develop security
directives;
– Develop threat and risk assessment of information and physical
infrastructure;
– Conduct security awareness and provide advice;
– Coordinate security screening, vetting and conduct security
investigations;
– Coordinate and implement security plans and measures
– Conduct vetting of SCM personnel;and
– Support in investigations on examinations irregularities in line with
policy
SECURITY ADVISORY SERVICES
ACTIVITIES AT COLLEGES SO FAR
• EXAMINATIONS IRREGULARITES
INVESTIGATIONS
• PROTEST ACTIONS BY STAFF AND STUDENTS
• PROTECTION OF PROPERTY
• SCREENING OF MANAGEMENT STAFF
SECURITY ADVISORY SERVICES
• MINIMUM INFORMATION SECURITY
REQUIREMENTS - CORE RESPONSIBILITIES
Overall responsible for security at the institution and to
implement the national information security policy
(MISS as approved by Cabinet on 4 December 1996)
1.
2.
3.
Designate a senior staff member (in the case of a government
department, at least at the level of director) as security manager for
that institution to manage the security function at the said
institution; provided that the head of the institution may, with the
approval of the Agency, appoint a staff member at a lower level as
security manager.
Establish a security component or support structure for the Security
Manager.
Establish a security committee for the institution, comprising:
SECURITY ADVISORY SERVICES
4. Establish a security component or support structure
for the security manager
5. Ensure that a security threat and risk assessment is
conducted of the institution by the security committee
(according to NIA guidelines in this regard). The threat
and risk assessment must include:
• Identification of all critical assets, systems and services of the
institution;
• Identification of the categories of information held by the
institution that require protection against disclosure;
• Identification of security threats against the institution;
• Identification of security vulnerabilities; and
• Recommendations to address the identified vulnerabilities.
SECURITY ADVISORY SERVICES
6. Ensure and oversee the development,
implementation and maintenance of an internal
security policy, as well as directives in connection
therewith, for that institution that complies with all
the requirements of the Minimum Information
Security Standards:
– Assign the responsibility to draft the security policy and
directives to the security manager and the security committee.
– Ensure that the security policy assigns pertinent security
responsibilities and/or duties to specific officials, and that it
provides for disciplinary and remedial steps in cases of
transgressions or non-compliance.
– Ensure that the policy and directives covers all security
disciplines effectively and sufficiently.
SECURITY ADVISORY SERVICES
7. Ensure that Staff Members and Contractors with
Access to Sensitive Information are Security Cleared.
– Determine and list the posts/positions for which
incumbents need security clearances.
– Determine the levels of security clearances for each post
(Confidential, Secret or Top Secret).
– Provide the above-mentioned information to SASA
– Request NIA to subject incumbents and applicants for
posts (which require a security clearance) to a security
competence investigation in terms of the MISS.
– Ensure that prospective contractors are security cleared
before awarding the contract or before allowing access to
the premises of the institution.
SECURITY ADVISORY SERVICES
8. Ensure that security training and awareness programmes are
implemented in the institution to sensitise employees and relevant
contractors and consultants of the institution, about the security
policy and directives of the institution and the need to protect
confidential information against disclosure. These programmes must,
as a minimum:
• Ensure that every manager and supervisor briefs his or her
subordinates on the particular types of information that will be
handled by them in that department, division, component or
section that should be treated as confidential or secret and repeats
this briefing at regular intervals;
• Ensure that individuals who have specific security duties receive
appropriate training related to those duties; and
• Empower employees and contractors to evaluate information that
they come into contact.
SECURITY ADVISORY SERVICES
9. Ensure that employees and contractors, to whom the institution
may have to disclose sensitive or classified information are informed
on a need-to-know basis and are contractually bound to keep such
information secret. This must include:
• Directing of the legal advisers of the institution, when requested to
peruse or to draw up a contract with a supplier, to consider the
necessity or otherwise of including a clause into the particular
contract, that would place a contractual obligation on the said
contractor and his or her employees to keep secret any sensitive
information of the institution that may be supplied to the supplier;
and
• Requiring staff members, who negotiate contracts on behalf of the
institution, not to disclose sensitive information to would-be
contractors during the negotiation phase, except where this is
necessary for the purposes of the negotiations.
SECURITY ADVISORY SERVICES
10. Consider the recommendations made in the threat
and risk assessment and implement security measures
in the most efficient and cost effective manner that will
ensure that identified security risks will be reduced to
an acceptable level. This must also include:
• Reporting to the Agency, on an annual basis, on the
risks identified and the implementation of security
measures to address the risks; and
• Reporting to the Agency, on an annual basis, on the
categories of information held by the institution that
require protection and the measures implemented to
protect such information.
SECURITY ADVISORY SERVICES
11. Implement measures to ensure the continuous
monitoring of the compliance by that institution with
the Minimum Information Security Standards, the
internal security policy of the institution and any
directives issued in connection therewith.
Such measures include:
• Conducting of internal security audits at the institution
(by the security manager of the institution);
• Conducting of security audits by SASA; and
• Addressing security vulnerabilities identified during
such audits.
EXPECTATIONS BY SA SERVICES
• Security Policy
• Standard Operating Procedures
• Occupational health and Safety Policy (SHERQ)
and appoint manager
• Security Management Plan
• Contingency Plan
• Job description of security manager and staff
• Service Level Agreements with external service
providers for screening and vetting
• Geographical location and Crime Analysis of the
Area
CONTACT US
NAME
DESIGNATION
CONTACT
MR RM ZUNGU
DIRECTOR
012 312 5554 / 079 517
5939
[email protected]
MR ED NKHWASHU
ASSISTANT DIRECTOR
12 357 3973
[email protected]
MR D FOURIE
ASSISTANT DIRECTOR
012 312 55 22
[email protected]
THANK YOU
Call Centre and Client Services
Mfanafuthi Sithebe
A
Reception
Switchboard
Walk in centre
Call Centre
Call Centre & Client
Service
social media
Website (webquery)
Presidential Hotline
Public Service Commission
B
Guiding Principles
Batho Pele






Setting service standards
Providing information
Openness and transparency
Consultation
Redress
Information access
Service Delivery
Charter
C
Physical interaction (Reception)
012 312 5911(switchboard)
Platform/Networks
0800 87 2222 (Toll Free)
dhetfacebook
@dhet4 (twitter)
Mxit
[email protected]
17737(PHL Toll Free)
or
Email: Presidenncy-dpme.gov.za
Fax: 086 681 0987
Public Service Commission
0800 701 701 (whistle blowing)
D
STRATEGIC OBJECTIVE
 To serve as an entry point for all DHET client
and/stakeholders
 Be a face of the brand’ Department of Higher Education
and Training
 To guide institutions, students and communities
towards the correct channels of communication
 To be a vital point of reference for academics and
management at all institutions
 To be reliable source or information on post school
education and training opportunities
E
SERVICE DELIVERY TIMELINES
24 hours
48 hours
72 hours
Acknowledgement
Updated
Resolution
F
FREQUENTLY ASKED QUESTIONS
 Who qualifies for funding (NSFAS & Fundza Lushaka)and how
to access it?
 Steps for the authentication of qualifications for foreign use
and evaluation of the foreign teachers qualification to teach in
public schools and TVET Colleges
 How to verify the registration status and accredited
courseware of the Private TVET Colleges and Private Higher
Education Institutions
 How to enrol for learnerships programme?
 How to access discretionary and Mandatory grants
(seta’s and NSF)?
Thank you
COMMUNICATIONS
FANIE NGOMA
Introduction
•
•
•
•
Function Shift calls for centralized and coordinated planning
Decentralized implementation in select areas
Three Principal Communication Officers
Coordination, media monitoring & relations, CI management,
publications, messaging
• Policy clarifications
Media Relations
The role of colleges
Establish and maintain relations with local media
 Handle college-specific queries
 Amplify policy prescripts pronounced by DHET
 Keep local media abreast
 Monitor and engage local media
Media engagement strategy
The strategy should;
(i) articulate national policy,
(ii) position the college as an institution of choice and
(iii) market the qualifications offered
Media Relations
Colleges role in media monitoring
 Capacity and reach allows colleges to monitor local media
 Feedback to DHET on matters of National significance
(raised locally)
 Alert DHET of any recurrent issues in local media
Media Relations
Probable capacity challenges
 Colleges may have limited budgets
 Limited numbers in personnel
 Limited or no equipment or resources e.g. TV, radio,
internet
 Limited to no media training
 Rank levels to engage at higher level
Engagement
•
•
•
•
To develop a NATIONAL annual events calendar
Colleges to align individual calendars yet have own calendar
Stakeholder engagement strategy remains in Ministry
National will continue to provide support and guidance on
events of national nature
• When in full flight, Regional offices will partake throughout
organization and implementation of programmes
Engagement and Reporting
• Communications Unit is setting up a College Liaison
• Colleges will be allocated to liaison officers
• DPs Corporate can liaise with DDG Corporate
Coordinating Structures
A TVET Communicator’s Forum
–
–
–
–
–
Develop common messages
Share common challenges and common solutions
Exchange notes on best practices
College Head of Communication is delegate
Convene quarterly forum meetings
Thank you
QUESTIONS & ANSWER SESSION
WAY FORWARD
NADIA WILLIAMS
WAY FORWARD
• Please workshop Circular 3 of 2015 – all staff clear
• Letters to be issued to all staff – joint signatures
• Deadline date – 30 March 2015
• Reconciling and loading of deductions – 1st 2 weeks
in April
• Sessions on HR Admin Processes:
–
–
–
–
Appointments
Conditions of service (Benefits)
Leave Management
Terminations
WAY FORWARD
• Current HR Policies and Procedures continue until
DHET National Policies finalised
• Colleges to provide copies of HR Policies and
Procedures to HRG’s as soon as possible
• Recruitment and Selection for all Persal posts to
follow process as current moratorium – write to DG
requesting approval
WAY FORWARD
• Processing of top-ups in interim at College level. Consultation
on Top-ups and Pensions Liabilities process to follow
• Payroll issues – 1st point of call is College HR (Colleges) and
Directors (TVET & AET Units) for Provincial Staff
• Thereafter liaise with DHET HR Admin Team – 5 day
turnaround time
• Presentations to be available on password protected website
portal: http://www.dhet.gov.za/functionshift
• Username: TVET Portal
• Password: Password@2015
• HRG’s in colleges will request information for DHET – support
required (including MIG data inputs)
HR GENERALIST TEAM – CONTACT DETAILS
9 HRGs
NAME
Akhona Mayosi
Dudu Msibi
COLLEGE ALLOCATION
Letaba, Mopani, Vhembe, Capricorn, Lephalale,
Buffalo City, Lovedale, Ikhala, KSD, King Hintsa, Ingwe
Umgungundlovu, Thekwini, Coastal, Elangeni,
Kgothatso Menyatso
Umfolozi, Esayidi
Nonceba Ludidi
Motheo, Goldfields, NC Urban, EWC, SWGC
Nosipho Twala
TSC, TNC, NC Rural, Maluti, Flavius
Orienta Masombuka
CJC,Westcol, Orbit, Vusulela, Taletso
Sekhukhune, Waterberg, Gert Sibande, Nkangala,
Lerato Mashiane
Ehlanzeni
Brenda Berries
Mthashana, Mnambithi, Majuba, EEC, Sedibeng
SCC, Northlink, Boland, CCT, False Bay, WCC, PE, EMC
Keith Bardens
Email
[email protected]
[email protected]
Number
0824498117
0739596928
[email protected]
0845966161
[email protected]
[email protected]
[email protected]
0832568048
0737296488
0726380560
[email protected]
0712243160
[email protected]
084 6236199
[email protected]
0825617114
[email protected]
[email protected]
[email protected]
0828138919
0723505040
0828036826
[email protected]
[email protected]
0727775800
0826523308
[email protected]
0843951522
4 Labour Relations Specialists
Julianne Avis
Geoffrey Luwemba
Lisolomzi Blani
Vacant
DHET Liaison
Nozipho Chivizhe
Nomabali Mbeje
HR Project Manager
Rajesh Jock
KEY DHET CONTACTS – CORPORATE SERVICES
NAME
ROLE
TEL NO.
EMAIL
Ms Lulama Mbobo
DDG: Corporate
Services
(012) 312 6070
082 570 0175
[email protected]
Ms Bolekwa Maseti
Director: OD &
Training
(012) 312 5348
082 471 2358
[email protected]
Mr John Slater
Director: LR &
Employee
Wellness
(012) 312 3517
079 529 3887
[email protected]
Mr Fanie Reyneke
Director: HR
Admin
(012) 312 5477
072 800 9800
[email protected]
Ms Nadia Williams
Director: HR
Strategic Support
(012) 312 5882
079 462 7515
[email protected]
[email protected]
KEY DHET CONTACTS – CORPORATE SERVICES
NAME
ROLE
TEL NO.
EMAIL
Mr Sipho Ngcobo
Director: GITO
(012) 312 6301
082 925 8811
[email protected]
Mr Fanie Ngoma
Director: National
Media&
Communications
(012) 312 5056
083 575 2039
[email protected]
Mr Vorster
Phathela
Director: Facilities
Management
(012) 312 5688
076 193 3291
[email protected]
Mr Mfanafuthi
Sithebe
Director: Call
Centre & Client
Services
(012) 312 5275
[email protected]
Mr Richard Zungu
Director: Security
Services
Management
(012) 312 5544
079 517 5935
[email protected]