Briefing Session Questions & Answers

Question 1 – INSETA System Pain Points & Trigger Events for Change

a)System Pain Points

  • Integration between the core business (Indicium - Learner Management System (LMS)) and the ERP finance module – Grant/Levy module to exchange data with the Skills module within LMS.
  • Commitments are done on spreadsheets (not automated)
  • Document and records management not in integrated to the system
  • Data extraction rules not optimal.
  • System navigation not optimal
  • Lack of ID number validations with Home Affairs system
  • Lack of integration of skills system with finance
  • Lack of integration between system modules (Bursary, internship, Learning, skills, QA)
  • Completeness and accuracy of reports generated from the system
  • Integration between SCM system and CSD system
  • Manual verification, moderation and certification of learners.
  • Manual HR functions such as leave management

b)Trigger Events for change

  • The current contract with the bidder is ending 31 March 2018 with no option to extend (Fully outsourced IT services). This means that by 01 April 2018 INSETA will not have IT systems
  • Extension of INSETA licence to 31 March 2020

Question 2 - Oracle hosts outside of SA – can you not allow outside hosting of Oracle?

-Any hosting outside South Africa should comply with POPI, Chapter 9: Transborder Information Flow, Section 72. A proof of such must be attached to the proposal.

Question 3 – We would like Sage payroll to be part of the ERP solution

-As long as it can integrate seamlessly with the other ERP modules.

Question 4 - Is this a make or Break – must HR payroll be part of the full ERP solution or can we leave this out?

-No , as long as the recommended solution would integrate seamlessly with other ERP modules.

Question 5 - Are we looking to still outsource license or full own these? If outsource then quote license fees up to 31 March 2020

-Yes, the Bidder must quote for licences until 31 March 2020. INSETA will take over thereafter.

Question 6 – Current service provider running AX and LMS and Finance, so who will be your support resources to manage the system?

-On-going system support for system is part of the requirements for the tender.

Question 7 - Bidder requires - Breakdown of users by department per functionality and payroll breakdown of people

-CEO Office – 4 (CEO, PA, Manager, Governance)

-CFO – 3 (CFO, PA, Finance Accountant); Outsourced functions ( CA, Finance Manager, Accountant, Administrators)

-IT – 1 (IT Specialist) – Outsourced Functions (Applications, Desktops, Servers, networks , security, DR and datacentre)

-HR – 1 (HR manager) ; Outsourced functions (Payroll, leave, expenses)

-SCM – 4 (SCM manager, specialists, administrators)

-Learning Division – 13 (Manager, Specialists (Learnership, Internship, Bursaries), Administrators (Learnership, Internship, Bursaries),)

-ETQA Division – 11 (Manager, Specialists (Verifiers, Moderators, Certification, Accreditation, QA), Administrator Verifiers, Moderators, Certification, Accreditation, QA))

-Skills Division – 4 (Manager, Specialist (Grant/levy, Workplace Skills Plans (WSP), Annual Training Plans (ATR), Sector Skills Plans, Skills Programme)

-Project Office – 10 (Manager, Specialists (Skills programme, Projects, Commitments), Administrators (Skills programme, Projects, Commitments))

-M&E Division – 2 (Manager, Administrator (monitoring & evaluation of projects)

Question 7 - List of system Interfaces

-DHETSETMISsystem for Reporting to the Department. System specification is contained at

-Treasury - Central System Database (CSD); ERP Supply Chain Management module

-ERP Finance (Grant/Levy management) - DHET Grant/Levy Management and SARS grant/levy Management

-QCTO – Unit standards

-SAQA – National Learner Records Management (NRLD)

-Home Affairs – ID verifications and validations

-INSETA Information Management System (IISM) Skills Modules (Grant/Levy management) with INSETA ERP Finance (Grant/Levy Management)

-IISM Contract management with ERP SCM contract Management

-ERP & IISM with Active Directory, Exchange

-ERP & IISM with Business Intelligence (BI) tool

-Also see network diagram (attached)

Question 8 - Database mandatory fields for IISM

-As per SETMIS system specification (at system specification

Question 9 – Reporting Templates

-DHET – QMR Report template (attached)

-INSETA - APR & QPR Report template (attached)

Question 10 – INSETA Network Diagram

-INSTEA Network Diagram (Attached)

Question 11 – other relevant material

-National Skills Development Strategy III (can be obtained from the Internet)

-PFMA

-Treasury Regulations