Delivery plan, progress and close-out reports

The delivery plan

Open a project's delivery plan from the Delivery plans tab of Funded Project Tracking, or Delivery plan milestones in the Project Office. Every contracted project that is still running gets its delivery plan and its implementation plan automatically - on the daily run after it is contracted, or the first time anyone opens it - so its start and end dates are captured without anyone clicking. Create the plan is there for any project that has none. The plan has eight milestones:

1. Evaluation recommended
2. Approved and registered
3. Contract signed
4. Commencement letter sent
5. Learners enrolled
6. Delivery started
7. Delivery completed
8. Project closed out

The header shows the baseline, progress and start variance, with the Owner and Status (Active, On hold, Closed) and Save. The bar below it has Workspace (the Project Office), Progress (the progress and close-out reports), Refresh from application, which reads the dates LMIS already holds, and Re-baseline, which resets the targets.

The timeline draws the planned and actual bars month by month, with a marker for today and one for each milestone. Click a marker for a note with its target, actual date, variance and where the date came from.

In the milestone table capture the Target and Actual dates, owner and notes, or tick Does not apply to this project. Each actual date says whether it was read from the application or recorded by hand; a date recorded by hand is never overwritten by a refresh. Project closed out fills itself on the day the close-out report is submitted.

Dates must follow each other

The steps of a project happen in order, so LMIS refuses a target or actual date that falls before the step before it or after the step after it, and an actual date in the future. The message names the step it clashes with.

A date already in LMIS that is out of order is not changed, but is flagged out of sequence: an amber marker with "!" on the timeline and a line in the table, e.g. "Dated before Contract signed". Correct the date where it came from (for instance the actual start date on the DG application), or record the right date by hand on the plan.

Progress and close-out reports

Progress on the delivery plan opens the project's progress page: learners still on the project, suspended, left and taken on, the term elapsed, and Who left, and why.

Reports on the SETA templates - each project gets the template for its intervention:

Template	Interventions	What it has
Learnerships and skills programmes	Learnerships, skills programmes, non pivotal, RPL	Unit standards achieved, with credits; placement on the close-out only
Apprenticeship programmes	Apprenticeships, ARPL	Learners registered (and completed on the close-out), and the schedule of phases: each phase/year completed, its TT/N blocks and the phase 2 and trade tests competent - captured as Yes / No, with the artisan register's count of learners found competent shown beside it; placement on both reports
Bursary / WIL / Work Experience / AET	Bursaries, WIL (HET and TVET), work experience / internships, AET	No achievement schedule; placement on both reports

The form shows only the sections its template has, and its heading names the template.

1. Choose the month under Progress report for and click Open, or Start the close-out report at the end of the project. Only months with a draft or submitted report are listed below.
2. The sections marked from LMIS fill themselves: grant recipient, provider, DG reference, programme, 18.1/18.2 learner numbers, learners funded, dates, the unit standards achieved (from learner results and achieved classes linked to the contract — the From column says which) and the dropouts and replacements.
3. Capture what LMIS does not hold: learners not funded by the SETA, a brief description of the programme (required), successes, challenges and other feedback, and any achieved unit standard not on LMIS (Another row). The close-out report also asks for the learners trained and placed in employment, the employers, start date and period of employment.
4. Complete the declaration (full name and designation) and choose the tranche to file it against.
5. Save draft to come back later, Download the filled template for a Word copy, or Submit and file. A submitted report is locked. It is filed with the project's progress reports and, when a tranche is chosen, in the Project Office; the close-out report also closes the project on the delivery plan.

Older monthly reports can still be attached as files under Monthly progress reports (month, note, file, Attach).

Cost returns

ProjectCosts shows the same cost returns as the Cost returns tab of the Project Office — see The Project Office.