Submitted to: Project Charter outlining the process to establish a credible. Revision: 1. Author: Kuben Naicker. Date:

Transcription

1 Project Charter outlining the process to establish a credible institutional mechanism for skills planning within CHIETA that will impact on the delivery of all 8 the NSDS III goals Revision: 1 Author: Kuben Naicker Date: Electronic File: CHIETA Skills Develoment Project Charter.doc Submitted to: By

2 Table of Contents 1. Introduction Executive Summary Project Overview WSP-ATR Source Data Collection Employer Perception Survey Occupation Profiles Skills Audit Compile Supply Database based on Higher Education Input Reporting Organisation Reporting Chamber / Sub Sector / Industry Reporting Sector Reporting Sector Skills Planning Key roleplayers responsibilities linked to sub processes Terms and Conditions Interaction with member organisations Workshop and Meeting Logistical Support Conditions related to survey forms Project Risks and Dependabilities Project Co-ordination & Communication Project Plan Payment Schedule Acceptance CHIETA Skills Develoment Project Charter.doc ii

3 1. Introduction The spirit and purpose of this Project Charter is to clarify all expectations and related roles and responsibilities IT Aware and Chemical Industries Education and Training Authority (CHIETA) to have in the execution of the project within the agreed timeframes. Good Faith And Reasonableness In their dealings with each other for purposes of the Agreement, the Parties (a) undertake to act in good faith and reasonably; and (b) warrant that they shall not do anything or shall refrain from doing anything that might prejudice or detract from the rights or obligations of each other. 2. Executive Summary The Chemical Industries Education and Training Authority (CHIETA) have appointed IT Aware as the provider to address the following NSDS III statement related to SETAs The real value added by SETAs is their understanding of labour market issues in their respective industrial and economic sectors. SETAs must ensure that they are backed by employers and workers, are acknowledged as a credible and authoritative voice on skills, create interventions and shape solutions that address skills needs within their sectors. SETAs must become recognised experts in relation to skills demand within their sector. The project will be executed over a period of 8 months, starting in July 2012 and ending in March IT Aware has designed a process called Skillogical (see appendix for detailed overview) that initiates the following processes to positively guide skills development in the sector, its industries and enterprises. Acceptance by the CHIETA board, Chambers, Acting CEO and Executive personnel of these terms and conditions and of the abridged project plan confirms their agreement to support the initiatives by IT Aware to manage the project to completion. CHIETA Skills Develoment Project Charter.doc 1

4 3. Project Overview The project consists of the following five distinct sub processes which are related but would require different stakeholder involvement and roles for the various stakeholders. 3.1 WSP-ATR Source Data Collection IT Aware will re-implement the WSP-ATR system introduced last year. The system entails companies submitting source data in an Excel file to a website supported by IT Aware. The data submitted will be evaluated and a report produced on the data quality. The SDF could then better the data and ultimately the system will generate a WSP-ATR document that companies need to use to consult with labour, sign and submit in order to qualify for the ensuing grant claims. The source data submitted by companies will be used in the skills audit phase of the project and will also be made available for research and reports such as the SETA s Sector Skills Plan. 3.2 Employer Perception Survey The SETA has a requirement to consult with its constituency to establish a baseline perception on the CHIETA s impact on the skills requirements in the sector. IT Aware will circulate an electronic survey with specific questions designed to gauge organisations perception on the performance of the SETA. The data obtained through the WSP-ATR submissions and the employer survey will be used for the first draft submission of the SSP for 2012, due by end August Occupation Profiles The occupations unique to the CHIETA need to be identified and profiled by subject matter experts in four workshops arranged for this purpose. Occupation profiles generated by the subject matter experts will be used in the ensuing skills survey to be conducted in organisations in the sector. The following subsectors will be afforded the opportunity to identify the occupations that have to be profiled. A occupation dictionary for each subsector will be compiled that will not only inform the skills audit survey forms, but also future qualifcation development. 3.4 Skills Audit Organisations that have submitted their WSP-ATR for reporting year are afforded the opportunity to apply to be included in the skills audit of sector CHIETA Skills Develoment Project Charter.doc 2

5 specific occupations. The organisations have the option to elect to only do the survey at an occupation level, which implies the survey is informed by focus groups per identified occupation or to also do employee surveys, which implies each individual that has been mapped to the sector specific occupation will be affored an opportunity to complete a survey form in consultation with his/her manager. 3.5 Compile Supply Database based on Higher Education Input Higher Education institutions are being invited to provide CHIETA with information on chemical sector related learning programmes, the status of learners on the various programmes and biographical details of learners that are enrolled and completed identified learning programmes. The data obtained will be used in the analysis of the sector labour market demand and supply profile. 3.6 Reporting The various sub processes will ultimately generate data to enable the following reports: Organisation Reporting Personal Development Plans for employees that have completed the Employee Survey Occupation reports Organisation Skills Profile Report Chamber / Sub Sector / Industry Reporting Occupation Reports Chamber / Sub Sector / Industry Profile Reports Sector Reporting Occupation Reports Chamber / Sub Sector / Industry Profile Reports Sector Skills Planning The information generated will be made available to inform chapter 6 of the Sector Skills Plan, specifically informing the implementation of the NSDS III goals. CHIETA Skills Develoment Project Charter.doc 3

6 4. Key roleplayers responsibilities linked to sub processes The sub processes require specific role-players with the following specific responsibilities. Sub Process & Role-players WSP-ATR Source Data Collection Employer Perception Survey Chamber Co-ordinators CHIETA Regional Offices CHIETA Project Team Organisation Representatives IT Aware Project Team Arrange briefing sessions with organisations to brief them on complete project, with specific reference to significance of the the employer survey. Support organisations by arranging workshops Manage submission and approval process on Management Facility Follow up with organisations to motivate them to complete the online survey. Approve the WSP-ATR process, templates and guide documents. Approve survey design, content and survey online methodology. Register on online system, compile source data, submit source data, optain WSP-ATR sign-off and submit signed document to CHIETA. Respond to inviting participation in the survey. Motivate CEO & Authorising Authority to also respond to the invitation to participate. Prepare website, submission support documentation and templates. Support organisations and regional offices during submission process. Design the survey, launch the survey on the web, invite participants via dedicated e- mails and collate responses in report, using survey design as point of departure. Occupation Profiles Identify unique occupations related to the industry. Invite subject matter experts for each of the identified occupations to attend scheduled profiling workshops. Circulate profiles to industry for comment. Skills Audit Motivate organisations to apply to participate in skills audit. Labour Supply Database Reporting Identify possible learning programmes linked to identified occupations Utilise report information to inform chamber and industry business objectives. Follow up on feedback requested on profiles distributed. Arrange for supervisor workshops to brief participating organisation representative on survey process and respective responsibilities. Arrange for feedback workshops after survey was concluded. Contact and motivate higher education institutions to participate in the initiative. Utilise report information to inform regional business objectives. Approve identified unique list of occupations to be profiled. Arrange workshops as per project plan and tend to travel arrangements of delegates. Approve: - application process - supervisor workshop logistic requirements - survey design Formulate an official CHIETA statement on co-operation with participating Higher Education Institutions. Utilise reports to inform planning processes and business strategies. Motivate organisation experts to respond to profiles pertaining to area of expertise. Complete application process. Mobilise internal resources to support the survey process Attend supervisor briefings Distribute survey forms, quality assure returned forms & return forms to CHIETA Disseminate survey report to relevant structures in organisation for action. Identify contact personnel for the data and related support interfaces. Disseminate the reports and survey results to business relevant units. Compile list of suggested unique occupations. Facilitate profiling workshops per chamber/industry. Compile profiling dictionary, incorporate feedback and finalise profiles to be used in skills audit. Design survey form & guide. Print survey forms as per application and source data submitted. Conduct supervisor briefings in regions. Distribute survey forms. Support organisation representatives during survey process. Receive and capture survey forms Compile reports, release reports to organisations. Identify data fields required to manage the supply and demand analysis. Load feedback from Higher Education Institutions and use in the research reports. Load all data as it becomes available to inform the various reports mentioned in paragraph 3.6 CHIETA Skills Develoment Project Charter.doc 4

7 5. Terms and Conditions 5.1 Interaction with member organisations IT Aware will provide the CHIETA with the necessary documentation, guides and electronic media required to brief member organisations and support them throughout the project. Identification of subject matter experts, invitations to participate in processes and follow up on feedback requirements is the responsibility of CHIETA. This implies IT Aware works or interacts with organisations CHIETA has engaged. IT Aware cannot accept responsibility to mobilise industry participation. 5.2 Workshop and Meeting Logistical Support The attached project plan contains all workshops envisaged to enable the successful execution of the project. CHIETA is responsible to liaise with IT Aware project coordinator to confirm venue requirements. The logistical arrangements pertaining to all meetings and workshops are the responsibility of CHIETA. CHIETA is also responsible for all travel and accommodation arrangements for IT Aware personnel outside the Gauteng region. 5.3 Conditions related to survey forms The content of survey forms distributed during the survey is based on the source data submitted by organisations and the profiles developed by the industry. IT Aware cannot be held responsible for survey forms that are incorrect due to the incorrect information supplied by means of the source data or profiles submitted. Forms printed will be couriered to the regional offices from where the regions are responsible to distribute the forms to the member organisations. Completed forms are to be returned to the regional offices from where they need to be couriered back to IT Aware to the following address: IT Aware 29 Willowbrook Office Park van Hoof Street Willowbrook Roodepoort, 1724 CHIETA Skills Develoment Project Charter.doc 5

8 6. Project Risks and Dependabilities The project s success depends on the following support being rendered by stakeholders: Existing Job Profile Information. Job profiles/descriptions already in existence need to be made available to participants in the technical workshops. Failure to do so will result in unnecessary duplication of effort and could also result in misalignment between what has been formulated before and done as a result of the project. Security Authority. The data required to support the project contains employee and organisation data supplied by SDFs during the WSP-ATR Submissions. IT Aware undertakes to not disclose information unintentionally or intentionally to any third party. IT Aware agrees to hold client material and information in the strictest confidence, to prevent any copying thereof by whatever means, to not make use thereof other than for the purposes of the contracted agreement, and to release it only to such properly authorised parties that require such information for the purposes of the execution of a contract between IT Aware and the client. Technical Alignment of Systems and Processes. The project is dependent on the linkage between the various sub processes described in paragraph 3. The responsibilities of the various role players outlined in paragraph 4 is pivotal in ensuring the successful execution of the project. Any deviation in the responsibility management defined will be communicated to the relevant authority. Delays caused by responsibilities not being managed could culminate in project deliverables not being met. The following constitute start/stop elements in the project plan: Access to subject matter experts per sub-sector or occupation category to define and validate output profiles being defined. Sign-off by chambers on the developed profiles, based on feedback garnered from industry. Confirmed list of industry unique occupations to be profiled. Applications received from organisations to participate in the skills audit process. Attendance of supervisor briefings of representatives of participating organisations. Quality assurance and timeous return of survey forms. CHIETA Skills Develoment Project Charter.doc 6

9 Buy-in and support from Higher Education institutions to avail minimum programme and learner profile data. 7. Project Co-ordination & Communication The CHIETA is responsible to draft and implement a communication plan to ensure employers and stakeholders are aware of the project. Expectations and concerns will be managed by the CHIETA project managers and stakeholder representatives. IT Aware will support the implementation of the communication plan by availing information regarding the project to the CHIETA communication co-ordinators. All invitations and scheduling of meetings and workshops will be administrated by the CHIETA project team. The project plan is the point of departure for all scheduling and will only be updated after consultation with relevant stakeholders. CHIETA Skills Develoment Project Charter.doc 7

10 8. Project Plan Deliverable Initiation Phase Draft and Sign Project Charter Briefing to Chamber Boards Regional Briefings Board Presentation Complete Process Date 27 Jul Jul 27July- 7 Aug 02 Aug WSP-ATR Source Data Collection Mar-Jul 2012 Design submission tools & documents Regional Briefings on submission process Support electronic submission process Consolidate data received Employer Perception Survey Confirm Survey Content to inform Sector Skills Plan Draft Survey Form Meeting with Stakeholder professional bodies and associations Publish Employer Survey Form on Web & invite parcipation via Close Survey Produce Report for SSP Occupation Profiles Confirm scope of occupations for survey based on ATR- WSP submissions for 2012 Identify and invite subject matter experts to workshops Workshop 1 Workshop 2 Workshop 3 Workshop 4 Profile verification Finalise Profile Dictionary & Sign-off by chambers Skills Audit Invite organisations to participate Contract participating organisations Confirm Occupation and Employee Survey Content in relation to supply & demand analysis Draft Survey Form Supervisor Briefings Print forms Deliver forms Forms returned Scan returned forms Compile draft reports Organisation feedback 26 Jul Jul 30 Jul 30 Jul 08 Aug 17 Aug 2 Aug 3 Aug Aug 4-6 Sep Sep 2-5 Oct 8-12 Oct 15 Oct 27 Jul 31 Aug 28 Sep 28 Sep 07 Sep Oct Oct 22 Oct 07 Dec Jan 20 Feb 28 Feb CHIETA Skills Develoment Project Charter.doc 8

11 Labour Supply Database Design supply & demand analysis requirements 24 Aug Institution Briefing - Process, Support & Data Requirements Sep Obtain & load institution data Oct 2012 Jan 2012 Feedback - Graduate lists 15 Feb Reporting Design Reports - linked to supply & demand analysis Aug - Nov Compile Reports Feb 2013 Regional Organisation Feedback Feb 2013 Feedback - Sector Report 28 Feb Project Close-out 28 Feb 9. Payment Schedule Deliverable Date Cost Cost (VAT Incl) Initiation Phase 27 Jul R100,000 R114,000 WSP-ATR Source Data Collection 31 Jul R525,000 R598,500 Employer Perception Survey 17 Aug R75,000 R85,500 Occupation Profiles Confirm scope of profiles to be developed, initiate workshops 15 Aug R450,000 R513,000 Finalise Profile Dictionary & Sign-off by chambers 15 Oct R450,000 R513,000 Skills Audit Prepare skills audit process, conduct supervisor briefings, print & deliver forms 22 Oct R750,000 R855,000 Support skills audit process, capture information 31 Jan R750,000 R855,000 Labour Supply Database 30 Nov R500,000 R570,000 Reporting & Project Close-out 28 Feb R100,000 R114,000 Total R3,700,000 R4,218,000 CHIETA Skills Develoment Project Charter.doc 9

12 10. Acceptance THUS DONE AND SIGNED BY THE CHIETA AT ON THIS.. DAY OF.2012 AS WITNESSES: For the CHIETA: being duly authorised hereto THUS DONE AND SIGNED BY THE DIRECTOR OF IT AWARE AT ON THIS DAY OF 2012 AS WITNESSES: For IT Aware: being duly authorised hereto CHIETA Skills Develoment Project Charter.doc 10