Setting out the Process for Public Body Infrastructure Incentive Grant ...

Setting out the Process forPublic Body Infrastructure Incentive Grant Reporting4 th Quarter 2009/10OverviewIn the fourth quarter of this financial year the National Technical Team is no longer available to supportmunicipalities with the reporting of EPWP data. To this end, the regional and provincial EPWPcoordination teams have been requested to play a more significant role in obtaining, verifying andreporting the data from site.This has resulted in an increased anxiety about the way in which data will be captured on the MIS, and itis critical to note that capturing the data on the MIS is the last, and in some ways simplest of theactivities required.This document sets out the key functions which must be fulfilled by Public Bodies (Regional Public Worksteams; Provincial Implementing and Coordinating Departments and Local Government agencies) inorder to achieve the Incentive Pay Outs anticipated for the fourth quarter.Function One: Review worker information and site records each month Visit Public Body on a monthly basis Identify which projects reported in the first, second and third quarters have continued toemploy workers January – March 2010 Identify projects which have commenced site activity since December 2009 Review and collect data from site supervisor schedules Review and collect Project expenditure data Review and collect progress against planned project milestones Check actual wage rate paidFunction Two: Quality Control the Data and Prepare for loading Enter all data into Excel forms (Progress Report) Enter all data into Excel forms (Beneficiary Report) If loading project data on NEW projects‐ ensure you have sufficient project information toRegister and do the SUBMISSION form Ensure that for ALL data loaded per project there is an authorisation from the public body for tobe loadedFunction Three: Capture Information on MIS Provide validated input forms to DataCapturers (DPW) Data Capturers load information on the MIS and ensure it is approved by relevant official in tePublic Body (Authoriser) DataBureau quality controls the information loaded on the systemFunction Four: Present Monthly Management Status Reports to Each Public Body Generate a monthly summary report that shows, for each public body, the status of theirIncentive Grant Reporting. This should show :

oooooNumber of projects (prior month; this month) flag for no movementProject expenditure (prior month: this month) flag for no movement – particularly ifother data has changed)No. of work opportunitiesNo. of FTEsStatus of claims against potential incentive allocation for the year.Training on FunctionsAt present a significant amount of MIS training is being requested by various public bodies. Theevaluation of the MIS training conducted earlier this year clearly identified one of the biggestcontributors to poor training impact was public bodies sending the wrong people for training.It is critical to note that a significant resource has been expended in training EPWP DataCapturers andProvincial Officials responsible for Loading project tinformation in using the MIS.However, most DataCapturers are severely under utilised because they do not have the validated INPUTinformation which they can load on the system.It is therefore critical that training rather focuses on equipping EPWP officials to:Collect the correct data and load in ExcelValidate and ensure sign off from public bodies on that dataMeet with senior managers in public bodies and ensure there is clear monitoring andunderstanding of incentive information being reported.Training should therefore be provided in each of these functions. It is anticipated that most of thistraining can be provided primarily by EPWP Infrastructure Directorate staff with some support from theEPWSP or IDT if necessary.On the basis that the first and second functions are performed well, additional traning on MIS for thedata capture functions can be provided.

Suggested Protocol for MIS Training RequestAll training requests from Public Bodies (including Regional offices) should be submitted to the EPWPUnit. Key people responsible for each of the four functions above should be identified, and the datacapturers supporting those public bodies clear identified.The EPWP Unit /IDT make a decision about the type of training it make most sense to provide.If MIS training is recommended:Gadija Vahed is notified that training should take placeThe public body hosting training ensures that there are web enabled computers for all trainees,connected to a server (not 3G) with Mozilla Firefox loaded and both the Lisemma Training siteand actual EPWP MIS accessibleNot more than 15 people per trainingTraining can run for a full three daysPeople coming to the training have a dedicated data capture function and have actual projectdata they can use during trainingTraining manuals have been distributed electronically to all participants prior to the trainingeventTrainee details are with the DataBureau at least two days prior to training so they can beallocated user names and passwords