The project portal - monthly submissions, deliverables and learners

Once your DG project is contracted, open the DG application and click Project portal (or follow the link in any reminder e-mail). If your organisation has more than one contracted project, My DG projects lists them.

The portal is laid out in tabs, as in the SETA's Project Office: Tranche deliverables, Monthly submissions, Learners, Documents and Addendums. Each tab shows a count, red when something is overdue or rejected. After you save or upload, the portal opens the tab you were working in.

Monthly submissions

Every month upload the monthly expenditure report, the attendance register and, for every learner (18.2), the stipend proof of payment. Learners can also upload their own register and stipend proof under My DG project, and are reminded each month. Choose the document and the month (and the learner for stipend proof), pick the file(s) and click Upload. The table shows each month as complete, open or overdue. The window closes on the 10th of the following month; a reminder is e-mailed when it opens and a late notice when it closes.

Tranche deliverables

Each tranche lists what the MOA annexure requires before it can be paid, numbered as in your annexure - green with a tick when met, red with a cross when still outstanding. Next to a deliverable that is still missing, click Upload and choose the file. After the SETA has verified your learners you receive an e-mail listing the next tranche's deliverables and the deadline, a reminder before it, and a weekly notice once it has passed.

Review of your uploads

The SETA reviews everything you upload. Documents on file shows each one as awaiting SETA review, accepted or rejected (with the reason, also e-mailed to you). A document counts towards its tranche or month only once it is accepted. You can remove your own upload until it is accepted - upload a corrected copy after a rejection.

Contract addendums

Need more time, or a change in learners, budget or scope - or, on an apprenticeship, the third year (an extension with a third-year allocation)? Under Contract addendums open Request an addendum, choose the type, give the new end date, number of learners or amount and the reason, and click Request addendum - the SETA is told. Then click Download addendum: LMIS fills the SETA's addendum template with your organisation, the DG reference and the change. Have it signed by both parties' authorised signatories and witnesses, and Upload signed copy. The SETA marks the addendum signed; a signed extension becomes the project's new end date.

Learners

The Learners tab lists every learner with their status, the SETA's verification (with any remedial action you must take) and their placement. Open a learner's Actions menu (first column) for:

• Record dropout - the date the learner left and the reason.
• Propose a replacement - for a learner who dropped out; the replacement must first be added to the project on the DG application. The SETA's QA decides.
• Record placement / Edit placement - where a learner went after the programme: employed, absorbed by the host employer, self-employed or further study, permanent or temporary, and the position.

Each opens in a dialog. Under the table are Deceased learners (declare a learner's death on the SETA's acknowledgement letter - also reached from the Deceased learners button at the top), Replacements and SETA decisions, and Placement reports. The learner list and implementation plan deliverables have Download list and Download plan buttons.

For the milestone Complete learner reporting document supplied by SETA, click Download SQMR report beside Upload: it lists your learners in the SETA's SQMR reporting format. Check and complete it, then upload it against the milestone. The Completed Drop-Out/Replacement reporting document milestone has Download replacement report in the same way: each dropout with the date and reason, the replacement and the SETA's decision. The learners section header also has SQMR report, Verification report and Replacement report: Word documents listing each learner's verification, and each dropout with the replacement and QA's decision.

Placement reports - the Placement reports section produces the SETA's placement letter in Word, listing every learner placed in employment. Choose your letterhead (a PNG or JPEG picture) in the section and it is printed at the top - it is kept for next time. Then click Learner placement report, or Placement report - final tranche for the final claim, in the section header; sign the letter and upload it as the placement evidence.

The SETA's Project Office is notified of every upload and learner change. You are e-mailed when all your learners have been verified (with what the next tranche needs), when a tranche's deliverables are complete, and, after each payment, reminders for the next claim until it is submitted. You are also told when a tranche claim is queued with Finance, when it is sent for payment, and - with the proof of payment attached - when it has been paid.