Skills Module: Frequently Asked Questions 2021/2022

Skills Module: Frequently Asked Questions. This article was created for Sage VIP Classic, Sage VIP Premier and Sage Business Cloud Payroll Professional users.

When is the deadline for skills report submissions?

• The Skills year usually runs from 1st of April to the 31st of March, however this may differ for some SETAs.
• The deadline for most SETAs for the current year is 30 April 2022. Some SETA’s may offer extensions or may have different deadlines.
• Customers are encouraged to contact their SETA to confirm the last day of submission.
• Customers can refer to their respective SETA websites to confirm.

NOTE: For a list of all SETAs and contact details: http://www.dhet.gov.za/SitePages/SETAlinks.aspx 

 

What is an OFO Code?
The Organising Framework for Occupations (OFO) is a coded occupational classification system. The purpose is to establish a common language for talking about occupations. It is the Department of Higher Education and Training's key tool for identifying, reporting and monitoring skills demand and supply in the South African labour market.

 

Where can I find the latest OFO codes?
Each SETA has a list of OFO (Organising Framework for Occupations) codes applicable for reporting - refer to the applicable SETA websites to find the latest codes.

 

Why do the Skills Reports allow different sets of Analysis Codes (OFO codes) to be selected?
In the past, some SETAs used different versions of OFO codes sets for the ATR and WSP. The system has thus been designed to allow a user to select different sets (which must be defined by the user), for the employee information to export correctly on sections of the report. The Analysis Codes (OFO Codes) are linked on the Employee Skills (ES) screen.

 

How do I change the Analysis Code description to reflect as OFO Code?

From the Main Menu, select Company > Customise Descriptions > select the Skills tab.

 

What are the key requirements to when it comes to setting up and printing the Skills reports?

• Skills Codes must be defined and linked (Strategic Priorities, Skills Priorities and Training Priorities).
• Skills Training Codes (training courses) must be setup before processing transactions. These codes must be linked to NQF levels and a specific ‘type of training program’. Users must choose from the predefined types. Also ensure that the WSP dates on the training codes are valid for the reporting year. Tip: 999999 maybe used when a training course has an indefinite training period.
• OFO codes must be updated (Analysis Codes fields) for all employees as per the applicable SETA requirements.
• Complete all the SETA specific fields on the Employee Skills (ES) screen (e.g. Type of employment, NQF level, OFO/Analysis Codes etc.)
• The Skills Plan dates must be correct for the specific reporting period (Actual Training Report dates)
• Do not link to “Province” or “Workplace” on your Skills Plan, unless you intend on submitting separate plans for specific groups of employees.
• Export the Skills Training Extract to confirm if all fields have been completed and if all employees' extract.

 

What does ‘Run-time 13: Type mismatch’ mean when printing my Skills Report?
Most Skills Reports (SETA specific and Skills Training Extract) generate in Excel where CSV files (created in the payroll system folder) merge with report templates (in the payroll system ‘Advisor’ folder).

The Excel error “Run-time 13: Type mismatch” indicates values cannot merge with the template as expected (invalid values/characters in specific columns):

1. Ensure the PC Regional Settings are correct (comma delimited).
2. When you run the report, take note of which tab on the report the error appears, then check the corresponding data/fields on the payroll.
3. The CSV files should be available when you get the error. (If you close the error message, the files sometimes delete). You can access the CSV file with Excel and delimit the file per comma (Text to Columns) – it is usually easy to spot where information does not fall in the correct column (e.g., use of commas in the OFO description).

 

Why is not all information appearing on certain sections of my SETA Specific skills report?
The SETA Specific reports have specific requirements as defined by each SETA. Most of the mandatory information applies across all SETAs but some SETAs requirements may differ slightly. Each year, Sage reaches out to the various SETAs to confirm if any changes are applicable for the submission.

Some sections on the SETA reports will not exist in the payroll and must be completed manually by the user. Should you be concerned about some information not appearing on the report, please complete our online webform (Under the Contact section, Submit a Case online), include a copy of the report and a detailed explanation of what is not appearing on the report.

 

Will there be a Skills update in April 2022?
There has not been any changes to the Skills reports, and can be generated on the current software versions

• Sage VIP Classic and Premier - Release 5.8a
• Sage Business Cloud Payroll Professional - Release 5.8b

 

Why does the payroll SETA Specific report look different to the one I need to upload?
Many SETAs have moved to external vendors/systems for WSP and ATR submissions. They, therefore, no longer publish any information on their websites regarding the requirements for the WSP and ATR Submissions.

The only way to gather information regarding SETA changes is to get information directly from the SETA consultants. Please note, that the SETAs generally do not share the information unless you are registered with them (and only SDFs can register).

Based on the above, we can no longer guarantee that the information we provide aligns exactly with the current SETA requirements. Sometimes our interpretations and inclusions/exclusions may differ. In which case, the user must make the final amendments. Please take note of the online message which appears when generating the SETA reports.

 

Why is the Skills Module available if Sage cannot provide me with a report in the exact SETA format?
The Skills Module allows users to keep a database of all planned and attended training in a secure database, much of which has already been captured when it comes to the employee's demographics. You are still able to run various reports and export the data captured.
The module has generic skills reports (for the Public and Private sector) , as well as a detailed Skills Training Extract to assist the user to complete the skills data on the online portals. All SETAs are contacted annually to obtain updated information. Changes are confirmed and then applied in the software.
Delicensing the system from Skills will result in all skills module information becoming hidden and the user will not be able to access nor extract the data thereafter.

 

What is ABET training?
Adult Basic Education and Training (ABET) is available to adults who want to finish their basic education (e.g., where they left school before completing matric)
An outcomes-based programme, ABET aims to provide basic learning tools, knowledge and skills, and provides participants with nationally recognised qualifications.
Some SETAs have specific training courses that should be created as training codes and is reported separately in the training report.
On the Skills Training Extract, ABET Training is recorded on specific tabs (ATR ABET and WSP ABET).

 

Why is my SETA specific report not available on the payroll?
There are currently 17 SETA specific reports available on the payroll (with the Skills module).

There is also a generic Public and Private sector report that can be used to extract data from the system. So, if a SETA specific report is not available, please print the generic reports.

 

How is the Learner Allowance value calculated?
When capturing an Actual Training transaction, and the user has access to see the Learner Allowance Amounts (based on access control), the system will display a calculated Rate per Day. The ‘Days’ field defaults from the ‘Duration’ field, which is based on the number of training days completed. 
As soon as you enter a value in the ‘Duration’ field, the calculation of the Learner Allowance takes place automatically. 
The Rate/Day field automatically calculates according to the following formula:

Rate per Day = (Fixed Earnings + Company Contributions) / days per month

 

What does ‘Earmarked for development’ mean?
The following message appears when performing a Start New Period from April to May; "Remember to revise the Earmarked for Development status of your employees for the Skills reporting period" (if the system is licenced for Skills).
There is a tick box on the Employee Skills (ES) screen which should be flagged if an employee has been earmarked (identified/nominated) for development within the business. This field is necessary for some of the SETA Reports.
Employees “Earmarked for Development” is required in order to determine which and how many individuals are intended for promotion in the company and where training should be focused in the new skills year.