ISETT-ISSA Learnership Project Implementation Plan

The purpose of this document is to define what needs to be done within each workpackage as defined in the Project Plan that was submitted in the Project Proposal, version 7.3. Where changes are made against that project plan, the new or changed workpackages are identified below.

In Part 1 of this document, the activities in the Work Breakdown Structure are defined, as are the deliverables from each of the workpackages. Where the workpackage description is not sufficiently clear, a more detailed description is provided.

In Part 2, the workpackage co-ordinator (C) and team members (T) are also defined, but this may change during the course of the project. For this reason, this document is seen to be a dynamic document that will be modified as the project team members learn. These modifications will only take place through discussions will the relevant role-players, and with the first objective being to deliver effective learnerships and associated processes, practices and procedures.

It is also important to note that the last column of the table in Part 2 shows the status of the workpackage as at the date mentioned. Those workpackages marked “C” (Complete) can therefore be ignored with regard to Part 1.

The project plan was constructed using two documents, namely:

  • “Learnership Implementation Guide: A Guide to Education and Training Practitioners – Draft 1” (Dept. of Labour, 13 August 2001)
  • “How to Establish a Learnership” (GTZ, December 2000)

Note that the first of these two documents is in draft form. Nevertheless, the contents proved extremely useful in developing the project plan, and provide useful insight into the thinking on the development of learnerships at the time. For this reason, most of the statements made in that document have been quoted within the relevant section below, the intention being to create a better understanding amongst role-players of learnership development requirements. Additional further comments have also been included and specifically referenced.

Part 1: Definition of Work Breakdown Structure and Deliverables

1.1.1.4 ISSA Learnership Project Implementation PlanPage 1
Version 1.2, April 2002

Stage 1: Project Initiation & Operation

Activity 1.1: Develop Project Plan & Proposal

Cost Account 1.1.1: Develop Project Plan
Workpackage 1.1.1.1: Determine important role players in the project

The role players that are crucial to the successful execution of the project will be identified. These role players will be required to contribute their expertise to the development of the learnerships. Some of these role players will be included on the Project Co-ordinating Committee. These role players will be identified through discussion with ISETT SETA Management, to determine the most suitable candidates based on the past experience of both the ISETT SETA and the Project Manager. At this stage, the following role players are seen to be crucial to the project:

  • ISETT SETA
  • ISSA
  • DoC
  • DTI
  • CITI
  • Innovation Hub
  • Industry (IISA, ITA, BITF, EIF, TSDF)
  • DoL
  • NSF
  • SGBs
  • CHE
  • DACST

The list of role players will be incorporated into a Responsibility and Accountability Matrix.

Deliverable: Responsibility and Accountability Matrix

Workpackage 1.1.1.2: Develop initial project plan

Through discussion with the Department of Communications and the Institute for Satellite and Software Applications, an initial project plan will be developed.

Deliverable: ISETT SETA - ISSA Learnership Project Plan (Draft)

Workpackage 1.1.1.3: Convene & hold project definition & planning workshop

In order to gain further input into the project plan, a workshop will be held in the Western Cape.

Deliverable: Workshop documents

Workpackage 1.1.1.4: Develop Project Plan

Using the inputs from the initial project plan and the workshop, the project plan will be developed further, on Microsoft Project, to cover all activities envisaged across the three year project.

Deliverable: ISETT SETA - ISSA Learnership Project Plan

Workpackage 1.1.1.5: Develop Project Budget

Using the project plan, a project budget will be developed.

Deliverable: ISETT SETA - ISSA Learnership Project Budget

Cost Account 1.1.2: Prepare & Submit Project Proposal
Workpackage 1.1.2.1: Develop Project Proposal

Using the project plan, project budget, and inputs provided by the Department of Labour, the project proposal will be developed.

Deliverable: ISETT SETA - ISSA Learnership Project Proposal

Workpackage 1.1.2.2: Submit Project Proposal

The final version of the project proposal will be delivered to the offices of the Department of Labour.

Deliverable: ISETT SETA - ISSA Learnership Project Proposal

Workpackage 1.1.2.3: Contract Awarded

After reviewing the project proposal, the Department of Labour will submit queries to the ISETT SETA. Upon a satisfactory response to these queries, the Department of Labour will award the learnership contract to the ISETT SETA.

Deliverable: Letter of confirmation for the project to proceed, from Department of Labour.

Activity 1.2: Project Office Set-up & Operational Design

Cost Account 1.2.1: Project Office Staffing
Workpackage 1.2.1.1: Hire Project Manager

A job description covering the duties and responsibilities of the Project Manager will be formulated. Using the appropriate employment procedures, a Project Manager will be appointed for this project.

Deliverable: Project Manager Job Description and Project Manager Agreement

Workpackage 1.2.1.2: Hire Project Officer

A job description covering the duties and responsibilities of the Project Officer will be formulated. Using the appropriate employment procedures, a Project Officer will be appointed for this project.

Deliverable: Project Officer Job Description and Project Officer Agreement

Cost Account 1.2.2: Establish the Project Office
Workpackage 1.2.2.1: Establish Physical Facilities within ISETT SETA

Available vacant workspace will be determined at the ISETT SETA, and allocated to the Project Office. Office furniture will be acquired.

Deliverable: Facility & Equipment Specifications

Workpackage 1.2.2.2: Acquire Office ICT Infrastructure

After a motivation has been generated by the Project Manager, PCs will be acquired for the Project Office, which will be installed on the ISETT SETA LAN with email and Internet capabilities. Microsoft Office Professional and Microsoft Project will be provided.

Deliverable: Quotations, Invoices

Workpackage 1.2.2.3: Purchase Supplies

Stationery necessary to the project will be procured.

Deliverable: Quotations, Invoices

Cost Account 1.2.3: Develop Project Management Policies, Procedures & Practices
Workpackage 1.2.3.1 & 7 & 13: Develop Project Financial Management Processes & Systems

The objective of this workpackage is to develop and implement project financial management processes and systems that protect the ISETT SETA’s and the Department of Labour’s interests and ensure prudent and proper use of resources. It is envisaged that the following systems and procedures will be required to manage the financial processes and systems on this project:

  • Accounting
  • Financial reporting
  • Purchasing
  • Payments
  • Cash management
  • Audit trail
  • Asset management

Deliverable: Project Financial Management Processes & Systems

Workpackage 1.2.3.2 & 8 & 14: Develop Project Procurement Practices

The objective of this workpackage is the development of project procurement procedures that follow the Department of Labour’s procurement requirements. The proposed procurement procedures include the following:

  • Specifications
  • Sourcing Process
  • Tendering
  • Tender Evaluation
  • Contact Process
  • Quality Assurance and Inspection
  • Transportation
  • Hand-over

Deliverable: Project Procurement Practices

Workpackage 1.2.3.3 & 9 & 15: Develop Procedures for Engaging & Retaining Staff

The objective of this workpackage is the development of procedures for engaging and retaining staff that are commensurate with South African labour laws. The hiring process will be open and transparent, with the best candidate chosen for each position. In order to retain qualified individuals, the Project Office will develop an approach which provides an interesting and challenging work environment and will strive to make the project a “learning” project.

Procedures will also be developed for the replacement of staff. In the event that staff replacements are required, open and transparent procedures similar to the original placement of staff will be used.

Deliverable: Procedures for Engaging & Retaining Staff

Workpackage 1.2.3.4 & 10 & 16: Develop Project Change Management Practices

The objective of this workpackage is to develop project change management procedures that accommodate change in a systematic way across the entire project. The change management procedures will examine the following elements:

  • Inputs (the base plan, Performance Reports, and Change Requests);
  • Tools and Techniques for Change Control (Change Control System, including the role of the PCC, Configuration Management (process to apply technical and administrative direction and surveillance of functional and physical characteristics of components of a system, changes thereto and implementation status, and audit to verify conformance to requirements), Performance Measurement (e.g. earned value analysis), Additional Planning, and Project Management Information System);
  • Outputs (Project Plan Updates, Corrective Action(s), and Lesson Learned); and
  • Co-ordination of Changes (Subsidiary Change Control – Scope, Schedule, Cost, Quality, Risk, Financial Management).

Deliverable: Project Change Management Practices

Workpackage 1.2.3.5 & 11 & 17: Establish Project Office Documentation Processes

The purpose of this workpackage is to create a standardised presentation of all documents associated with the project. The document will describe the documentation standards and Change Control procedures to be employed on the project. The document will present:

  • a standardised format for all file names
  • the format and layout to be used in all Word documents, including the stipulation of version details
  • the stipulation of version details in Excel files
  • the template to be used in PowerPoint presentations
  • Change Control
  • Policy on what constitutes a document

Deliverable: Project Office Documentation Process

Workpackage 1.2.3.6 & 12 & 18: Establish Project Office email policy

The purpose of this e-mail policy is to establish a modus operandi for communicating by e-mail. It is intended to provide a mechanism whereby all project e-mail communications will be identified, classified, organised and stored in a central repository in such a manner that they can later be readily located.

Deliverable: Project Office email policy

Activity 1.3: Development & Execution of Communications Plan

Cost Account 1.3.1: Develop the Communications Plan

Workpackage 1.3.1.1: Develop the Communications Plan

The objective of this workpackage is the development of a project communications planthat provides the project delivery partners and project stakeholders with opportunities to access current information about the developments and accomplishments of the project, and, particularly, to provide a mechanism for creating awareness of and receiving input on the learnerships as they are being developed and implemented.

The plan to be developed will address the project’s communications needs on three fronts:

  • Internal relations to improve project effectiveness and management through communications links with all project delivery partners;
  • External relations to increase project stakeholder awareness through widespread distribution of project achievements and progress; and
  • Interactive relations through the provision of consultative mechanisms for project activity input and feedback.

The general framework of the communications plan will be:

  • A statement of the context of the plan as it pertains to the development of the learnerships;
  • A statement of the goal and purpose of the communications plan;
  • Determination of the target audience (project delivery partners and project stakeholders);
  • Establishment of the messages of the communications plan;
  • Development of tactical plans linking strategic considerations to tactical actions; and
  • Development of an implementation plan.

Deliverable: Communications Plan

Cost Account 1.3.2: Execute the Communication Plan

Workpackage 1.3.2.1 & 9 & 17: Establishment & Operation of a section on ISETT SETA's Website

The ISETT Website is expected to be a very important communications medium available for project communications. The technical operation of the Website will be run by the organisation currently managing the ISETT SETA website. The Project Office, assisted by ISETT SETA staff, will have responsibility for the use of the Website as a communications tool. This includes the generation of Web content. The Website will invite and provide e-mail and other address information for return communications to the Project Office.

Deliverable: Fully operational Website that meets the communications requirements of the project.

Workpackage 1.3.2.2 & 10 & 18: Development of Communications Implementation Plan

The objective of this work package is the development of a detailed implementation plan. The implementation plan will include development of a database of the audiences (project delivery partners, stakeholders and beneficiaries), identification of communications products and decisions on how they will be developed, the schedule of communications activities and including frequency, target audiences, and timing and responsibility. The plan will also present guidelines for communicating with audiences, including who will have decision-making authority over specific communications processes and matters. The Project Office will be responsible for developing this plan.

Deliverable: Communications Implementation Plan

Workpackage 1.3.2.3 & 11 & 19: Development & Dissemination of Project Information

“SETAs are to develop the following components and related procedures to administer and manage the learnership:

  • Advocacy (primarily with potential employers)”

The objective of this workpackage is to develop communications products to inform audiences about the project. Specific products include a Project Brochure, Project Activity Calendar, Project Achievements, General Interest Reports, etc. Use will be made of DoL, whose role, amongst others, is to “provide support to set up a marketing and communications strategy for learnerships”, as well as to “provide advice in respect of SMME learnerships and skills programmes through the SMME Focus group”.

Deliverable: Newsletters, Articles

Workpackage 1.3.2.4 & 12 & 20: Media & Special Events Communications

“SETAs are to develop the following components and related procedures to administer and manage the learnership:

  • Advocacy (primarily with potential employers)”

The objective of this workpackage is to develop and disseminate communications products to broad audiences through the media and special events. Specific products intended for media release include Media Briefings, News Releases and Newsletters (including the writing and distribution of press). Special events communications includes presentations about the learnerships at conferences, holding seminars or workshops to inform and engage stakeholders, etc.

Deliverable: Press Releases, Conference Presentations

Workpackage 1.3.2.5 & 13 & 21: Communication with the PCC

The objective of this workpackage is to keep the PCC fully informed of all relevant aspects of the project. This includes, in particular, the development of an informal monthly report on project progress for the PCC. It will also include informing the PCC of impending release of communications products to broad audiences or to stakeholder groups, especially media or special events communications.

Deliverable: Informal PCC Monthly Report

Workpackage 1.3.2.6 & 14 & 22: Communication with Stakeholders

“SETAs are to develop the following components and related procedures to administer and manage the learnership:

  • Advocacy (primarily with potential employers)”

The objective of this workpackage is to keep stakeholders informed about relevant aspects of the project and to solicit input to the learnership development process. Apart from the inclusion of stakeholders in the general dissemination of communications products, the most important communications mechanism will be periodic stakeholder meetings. Stakeholder meetings will be supported by the Project Office at times when engagement of stakeholders is important to achieving progress.

Deliverable: Stakeholder Meeting Presentations

Workpackage 1.3.2.7 & 15 & 23: Integration & Interfacing with Related Initiatives

“SETAs are to develop the following components and related procedures to administer and manage the learnership:

  • Advocacy (primarily with potential employers)”

The objective of this workpackage is the maintenance of linkages to initiatives throughout South Africa that can have a positive impact on the achievement of the results of the project. Awareness of other initiatives will be raised through discussions with stakeholders and Internet searching.

Deliverable: Knowledge of and linkages to related initiatives.

Workpackage 1.3.2.8 & 16 & 24: Internal Project Communications

The objective of this workpackage is to provide communications support to project participants or selected stakeholders that enhances their capacity to contribute or to be informed about the project. This would include making project documentation readily available, for example, via the Website. Such documentation could include the Project Plan, Progress Reports, Activity Reports, Working Papers, etc.

Deliverable: Minutes

Activity 1.4: Formation of Project Consultative Committee (PCC)

Cost Account 1.4.1: Establish PCC

“Co-operation is a cornerstone of the skills development strategy, and requires meaningful and effective partnerships to succeed. The SETA should determine who its most critical partners are and develop a co-operative relationship with them. It may be necessary to build one or more partner’s capacity (resource, etc.) to enable such partner(s) to engage maximally in the development process.” Two types of partnerships have been identified for the ISETT-ISSA Learnership Development Project, namely the PCC, and the Reference Groups. This Activity addresses the PCC.

Workpackage 1.4.1.1: Establish PCC Member Specification

Using the experience gained in workpackage 1.1.1.1, specifications on the type of members to be invited on to the PCC will be developed. This will include an overview of the overall skills and expertise that will be required of PCC members. A draft list of potential PCC members will be developed.

Deliverable: PCC Member Specification

Workpackage 1.4.1.2: Develop PCC Terms of Reference

The PCC will ensure that the project runs in accordance with the plan & will provide policy guidance where necessary. A Terms of Reference will be developed that clearly specifies what will be required of PCC members, and what the PCC should achieve.

Deliverable: PCC Stakeholder Terms of Reference

Workpackage 1.4.1.3: Identify PCC members to be invited

“SETAs are to develop the following components and related procedures to administer and manage the learnership:

  • Advocacy (primarily with potential employers)”

Using the outputs of the above two workpackages, prospective PCC members will be formally invited to join the PCC, and each prospective member will be provided with the Terms of Reference.