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DG Contract Management Contract Management 1. Contract Management 1.1Contract Obligations & Disbursement Requirements 1.2 Chamber Contract Evaluation.

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Presentation on theme: "DG Contract Management Contract Management 1. Contract Management 1.1Contract Obligations & Disbursement Requirements 1.2 Chamber Contract Evaluation."— Presentation transcript:

1

2 DG Contract Management

3 Contract Management 1. Contract Management 1.1Contract Obligations & Disbursement Requirements 1.2 Chamber Contract Evaluation Form 1.3 Learner Information Form 1.4 Contract Amendments Process 1.5 Logbooks / Attendance Registers / Learner Allowances 2. Learner Tripartite Agreement 3. Skills Program Registration Form 1. Contract Management 1.1Contract Obligations & Disbursement Requirements 1.2 Chamber Contract Evaluation Form 1.3 Learner Information Form 1.4 Contract Amendments Process 1.5 Logbooks / Attendance Registers / Learner Allowances 2. Learner Tripartite Agreement 3. Skills Program Registration Form

4 CONTRACT MANAGEMENT Contract Obligations & Disbursement Requirements Receipt of contract by Employer Contract must be signed by the designated signatory of the Company – Chamber requests details of the signatory to the contract to also be submitted e.g. Name & address Contract to be returned signed to the Chamber by NO LATER than date stipulated in the communications – if not returned it will be cancelled immediately and funds reallocated to other projects The 1 st tranche claim can be submitted simultaneously together with your contract or alternatively no later than date that will be stipulated on the contract – upon meeting all obligations Chamber registers the contract on the TETA system Contract Obligations & Disbursement Requirements Receipt of contract by Employer Contract must be signed by the designated signatory of the Company – Chamber requests details of the signatory to the contract to also be submitted e.g. Name & address Contract to be returned signed to the Chamber by NO LATER than date stipulated in the communications – if not returned it will be cancelled immediately and funds reallocated to other projects The 1 st tranche claim can be submitted simultaneously together with your contract or alternatively no later than date that will be stipulated on the contract – upon meeting all obligations Chamber registers the contract on the TETA system

5 CONTRACT MANAGEMENT Your contract is a LEGAL document!!!!!!; the contract is wider than merely accounting for the number of people being trained Remember the starting point of all payments! – Your contract. Take special consideration of ALL your contractual obligations Company to manage project & contract; Submit tranche claims as per contract dates & obligations NOTE: All tranche claims MUST be submitted with the relevant supporting documentation as per disbursement obligations, in order for payment to be made Any constraints and or changes MUST be communicated to the Chamber in writing before the tranche due date Company has 14 days after the due date as per the contract to submit relevant and due tranches before the Chamber takes corrective action e.g. letter of reprimand for breach of contract and or cancellation of contract by the TETA funding is ONLY available for a two year window period (See note and date on your contract) Final tranche payments will only be made on submission of a final report from the EXTERNAL MODERATOR Your contract is a LEGAL document!!!!!!; the contract is wider than merely accounting for the number of people being trained Remember the starting point of all payments! – Your contract. Take special consideration of ALL your contractual obligations Company to manage project & contract; Submit tranche claims as per contract dates & obligations NOTE: All tranche claims MUST be submitted with the relevant supporting documentation as per disbursement obligations, in order for payment to be made Any constraints and or changes MUST be communicated to the Chamber in writing before the tranche due date Company has 14 days after the due date as per the contract to submit relevant and due tranches before the Chamber takes corrective action e.g. letter of reprimand for breach of contract and or cancellation of contract by the TETA funding is ONLY available for a two year window period (See note and date on your contract) Final tranche payments will only be made on submission of a final report from the EXTERNAL MODERATOR

6 CONTRACT MANAGEMENT Contract Amendment Process Any requests for amendments to your contracts must be communicated to the Chamber in writing – It must be supported by a written motivation signed by a company authority, especially for extension purposes If there is a dramatic reduction in the number of learners, you must communicate this to the Chamber ASAP in writing also signed by a company authority, of which the surplus funding will be allocated to other projects by the TETA – However, if we see from your progress reports that the numbers have reduced, we will reduce funding accordingly and reallocate the funding to other projects as it will be considered a non performance of the company with regards to the contract Any amendments to contracts will only be signed by the TETA CEO Should you be in doubt, contact the Chamber Contract Amendment Process Any requests for amendments to your contracts must be communicated to the Chamber in writing – It must be supported by a written motivation signed by a company authority, especially for extension purposes If there is a dramatic reduction in the number of learners, you must communicate this to the Chamber ASAP in writing also signed by a company authority, of which the surplus funding will be allocated to other projects by the TETA – However, if we see from your progress reports that the numbers have reduced, we will reduce funding accordingly and reallocate the funding to other projects as it will be considered a non performance of the company with regards to the contract Any amendments to contracts will only be signed by the TETA CEO Should you be in doubt, contact the Chamber

7 CONTRACT MANAGEMENT Logbooks, Learner Allowances & Attendance Registers Logbooks MUST be kept for learners on Learnerships, and they MUST be signed off weekly by their Mentor Workplace & Provider attendance registers MUST be signed by the learners and copies thereof must be submitted with your tranche claims and made available during an audit process Learner Allowances MUST be in line with the DoL determination document / Chamber may request proof thereof for audit purposes and or must be submitted with your tranche claims eg copies of payslips or letter from company confirming that the allowance is in accordance with DoL determination document As the Chamber cannot possibly audit each company, we request that you submit a letter with each tranche claim, signed by a company authority confirming that the above was in place and is being adhered to for that period. The above are part of your broader contract obligations, but may not be part of your disbursement obligations AND are subject to an audit by the Chamber Logbooks, Learner Allowances & Attendance Registers Logbooks MUST be kept for learners on Learnerships, and they MUST be signed off weekly by their Mentor Workplace & Provider attendance registers MUST be signed by the learners and copies thereof must be submitted with your tranche claims and made available during an audit process Learner Allowances MUST be in line with the DoL determination document / Chamber may request proof thereof for audit purposes and or must be submitted with your tranche claims eg copies of payslips or letter from company confirming that the allowance is in accordance with DoL determination document As the Chamber cannot possibly audit each company, we request that you submit a letter with each tranche claim, signed by a company authority confirming that the above was in place and is being adhered to for that period. The above are part of your broader contract obligations, but may not be part of your disbursement obligations AND are subject to an audit by the Chamber

8 LEARNER TRI PARTITE AGREEMENT A Learner Agreement MUST be completed and submitted to the Chamber for each learner registered onto a learnership together with a copy of identification of each learner (one of the contract obligations) The Chamber will register this agreement onto the TETA SMS system which is linked to the National Learner Record Database (NLRD) of SAQA The correct learner information must be filled in on the agreement as it could be rejected by the system if the information is not complete TETA can only issue certificates if the above information is captured on the NLRD (and subject to completion and signing off by External Moderator appointed by TETA) A Learner Agreement MUST be completed and submitted to the Chamber for each learner registered onto a learnership together with a copy of identification of each learner (one of the contract obligations) The Chamber will register this agreement onto the TETA SMS system which is linked to the National Learner Record Database (NLRD) of SAQA The correct learner information must be filled in on the agreement as it could be rejected by the system if the information is not complete TETA can only issue certificates if the above information is captured on the NLRD (and subject to completion and signing off by External Moderator appointed by TETA)

9 Claims Processes and Invoicing

10 Step 1: Company submits claim The chamber receives & records the claim in the received claims record book. Step 2: Assistant ETDP/Contract Admin assesses the claim The following are assessed: Invoice – Date, contract number, amount being claimed. Documents – Are they as per disbursement obligations (contract) Capture learners/Spreadsheet Claim is compiled and sent to ETDP for verification. Step 1: Company submits claim The chamber receives & records the claim in the received claims record book. Step 2: Assistant ETDP/Contract Admin assesses the claim The following are assessed: Invoice – Date, contract number, amount being claimed. Documents – Are they as per disbursement obligations (contract) Capture learners/Spreadsheet Claim is compiled and sent to ETDP for verification. Process

11 Step 3: ETDP verifies claim All documents are verified & claim is signed off if everything is in place then claim is submitted to the Executive Officer. (addendum/documents, etc) If there are any outstanding documents, the SDF is notified & the claim will be placed on hold. Until all supporting documents are submitted. Step 5: Claim sent to EO The EO signs off the claim & returns it to the Assistant ETDP

12 Step 6: Claim submitted to finance The chamber submits the claim to the finance unit in order for the payment to be effected. All claims must be accompanied by an Invoice, Signed and stamped banking form and a cancelled cheque. Invoice should not include vat. Step 6: Claim submitted to finance The chamber submits the claim to the finance unit in order for the payment to be effected. All claims must be accompanied by an Invoice, Signed and stamped banking form and a cancelled cheque. Invoice should not include vat.

13 344 Pretoria Avenue, Sonsono Building, Randburg, TAX INVOICE Date: (Date submitted to TETA) Amount TETA7/DG000, Learnership on Professional drivingR40, For 10 learners Tranche 1 Amount Due R40, VAT - Amount DueR40, Pretoria Avenue, Sonsono Building, Randburg, TAX INVOICE Date: (Date submitted to TETA) Amount TETA7/DG000, Learnership on Professional drivingR40, For 10 learners Tranche 1 Amount Due R40, VAT - Amount DueR40,

14 Contracts Management Typical problems and solutions Contracts dragging longer Service provider not accredited Intervention / programme not NQF aligned and not accredited. Learner certification; if certificates cannot be issued due to accreditation related problems this has a negative impact on the processing of the final tranche of the Funding contract. Poor management of implementation of project. This results in project falling out of the time frame of the D G Funding contract. Learner drop outs could result in reduced funding of the contract and Chamber targets are also affected. Contracts dragging longer Service provider not accredited Intervention / programme not NQF aligned and not accredited. Learner certification; if certificates cannot be issued due to accreditation related problems this has a negative impact on the processing of the final tranche of the Funding contract. Poor management of implementation of project. This results in project falling out of the time frame of the D G Funding contract. Learner drop outs could result in reduced funding of the contract and Chamber targets are also affected.

15 Challenges facing the Chamber Currently displaced Difficulties to access documents Accessibility Non co-operation from stakeholders Queries non responded to by stakeholders Poor reporting from Stakeholders Turn around times Currently displaced Difficulties to access documents Accessibility Non co-operation from stakeholders Queries non responded to by stakeholders Poor reporting from Stakeholders Turn around times

16 For Further Information Telephone:(011) Fax: (011) / Cell Phone: Website:www.teta.org.za Telephone:(011) Fax: (011) / Cell Phone: Website:www.teta.org.za

17 The End


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