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Briefing on the progress and milestones related to the migration of Adult Education and Training (AET) and Technical and Vocational Education and Training (TVET) programs. Includes updates on finance, legal, and HR & LR aspects.
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DEPARTMENT OF HIGHER EDUCATION AND TRAINING BRIEFING ON THE MIGRATION OF ADULT EDUCATION AND TRAINING (AET) AND TECHNICAL AND VOCATIONAL EDUCATION AND TRAINING (TVET) Portfolio Committee on Higher Education and Training 12 November 2014
Function Shift Sub-Projects and Budget Request Received R10 million only in adjustment estimate for 2014/15 of the Requested R81 million
Transfer of TVET College Management - 2013 Transfer of Principals and Deputy Principals Posts • Legislative processes for the transfer of FET college management staff finalised. • A total of 210 college management posts have been transferred to the DHET effective 01 April 2013 (i.e. 50 Principals and 160 Deputy Principals + CFOs) • The Minister has approved the establishment of these posts in the DHET structure Reporting Lines • Line management responsibility transferred to the DHET- Principals are now reporting to the DDG:VCET through seconded provincial officials Administration of Personnel Budget • Budget for management staff is still administered by PEDs until the end of the FY 2014/15. Staff Appointments • The DHET has taken over the responsibility for appointment of management staff in Colleges • PEDs process these appointments on PERSAL, on an agency basis
Transfer of Provincial FET Unit Staff Transfer of Posts • A total of 117 provincials posts are earmarked from TVET Units for transfer to the DHET • HODs have been requested to sign-off lists of transferring posts as per the agreed Implementation Protocols • Based on confirmation of the budget by NT, the Minister has been asked to create these posts on DHET’s posts establishment Secondment of Staff • Implementation protocols have been signed between the Minister and MECs • 117 provincial staff are seconded to the DHET in terms of these protocols • Secondment letters have been sent to MECs and seconded officials Reporting Lines • Line management responsibility transferred to the DHET- Heads and/or Acting Heads of FET Units are now reporting to the DDG:VCET Administration of Personnel Budget and Staff Appointments • Budget for provincial staff is still administered by PEDs • NT has confirmed that budget will be transferred to DHET effective 01 April 2015 • PEDs are still responsible for appointment of staff and administration of PERSAL
Transfer of TVET Colleges’ and AET Staff Collective Agreements • Collective agreements for both TVET Colleges’ lecturers and support staff have been signed and ratified • Minister has approved the AET staff collective agreement Collective Agreement Management Plan & Implementation • A detailed management plan to rollout collective agreements has been developed • The National Implementation Task Team (NITT), inclusive of organised labour has been established to oversee the implementation of collective agreements • NITT will finalise identifying TVET college staff transferring to DHET as per the collective agreements Transfer of Posts • An estimated 17 607 TVET colleges staff posts are likely to transfer to the DHET • Staff information sessions have been conducted in all Provinces for all Colleges • Minister to be asked to create posts on the establishment pending the NITT process
Transfer of TVET Colleges’ Staff Administration of Personnel Budget • Budget for TVET college staff has been transferred directly to TVET Colleges and PEDs • Based on NT’s confirmation, the DHET will administer the budget effective 01 April 2015 Staff Appointments • TVET Colleges are still responsible for appointment of staff other than management posts • Draft delegations have been developed for HR and Financial management for TVET Colleges Administration of conditions of service • Conditions of service and payroll of college staff are administered both on PERSAL and FET Colleges’ HR system • PERSAL rollout work plan has been developed in terms of which all college staff employed by DHET will be transferred onto PERSAL effective 01 April 2015
Overview of ICT Arrangements Virtual Private Network (VPN) • The DHET has applied for virtual private network (VPN) line with the State Information Technology Agency (SITA) for KZN, MP, WC, EC, NC, FS and LP Data management • Annexure E of the implementation protocol (i.e. licensing agreements) has not been finalised • Engagements for data lines, local area network infrastructure has commenced ICT Challenges • Very slow turnaround times by SITA Account managers for meetings and procurement of data lines • SLA relating to PED only, not TVET Colleges • Procurement of hardware is delayed due non availability of budget • Extended procurement turnaround by SITA for data lines to PEDs • ICT equipment used by officials at most PEDs is very old
Assets and Liabilities Moveable assets • Movable assets to be transferred have been identified in 9 provinces. • Initially the assets will not be physically transferred to DHET. • Assets will only be transferred from the provincial asset registers to the DHET asset register. • Only after a decision has been made that the officials will move to a new building will the assets be physically moved. • No signed-off lists have been received from PEDs despite being reminded in writing to provide the signed asset list. Immovable assets • Land ownership of TVET Colleges has been conducted and land is in the process of being transferred to Colleges by PWD • Office space requirements have been sent to the Department of Public Works (DPW) and needs assessment conducted • DHET regional offices couldn’t be secured as DHET was unable to confirm the budget to DPW to initiate the procurement process • Arrangement to accommodate transferred in PED offices is being made
Challenges and Risks • Issues • Non-cooperation from PEDs in regards to completing and signing-off protocol Annexures. • Delays in the transfer of Provincial FET Unit and AET staff to DHET due to incomplete and/or inaccurate information (i.e. Annexures not submitted) • Risks • In the absence of signed-off Annexures, implementation protocols are not implemented as envisaged and agreed. • The letter and spirit of intergovernmental relations and cooperation as agreed in implementation protocols is not upheld. • However • We have to pull together as a sector and make the best of what we can within this budgeting cycle
Next Steps and Required Actions PEDs are Requested to Confirm Implementation Protocols Annexures • Annexure B- lists of staff in FET Units and providing support and corporate services related to FET Colleges and AET • Annexure C- financial obligations resulting from the transfer of staff to DHET relating to capped leave, loans, bursaries of affected staff • Annexure D - a list of all assets, including IT systems and software that must be transferred from the PED to the DHET as assets necessary for the effective performance of the transferred functions • Annexure I - the PED shall provide a list of all files not later than the date contemplated in clause 4 (2) to allow the DHET to create new files
Next Steps and Required Actions PEDs are Requested to Confirm Implementation Protocols Annexures PEDs are Requested to Conduct PERSAL Clean Up and Update • All allowances, PMDS related matters and leave are captured on PERSAL before the transfer • An audit certificate to state that all leave has been captured needs to be provided upon transfer of staff to the DHET • Provide DHET with the last pay certificate. • Provide DHET with the necessary information (i.e. bank details and all forms)
Next Steps and Required Actions PEDs are Requested to Provide Policies that Impact on Staff Benefits • Provide a copy of all departmental policies that might have an impact on staff benefits such as subsistence and travel, leave, parking, cell phones, lap tops, 3 G cardsand so on. DHET has set-up a PERSAL Uploading Project • DHET will enlist the support of the National Treasury PERSAL team • DHET will set up a dedicated team for PERSAL uploading • DHET will beef up capacity at head office to manage and administer newly transferred staff • DHET will provide compulsory staff data list required for PERSAL upload • Staff data cleansing by Provincial Teams for all transferring staff before transfers are effected
Next Steps and Required Actions DHET to Finalise Arrangements for Regional Offices • DHET will finalise discussions with PEDs and/or FET colleges to accommodate regional office staff Post Profile of Staff in Regional Offices • PEDs to confirm functions performed by each staff in FET Unit as well as Corporate and Support Services teams • Use template to populate information and return to DHET by Friday 4 October
Way Forward • Minister and DG still pursuing the adequacy of funding to manage the functions. • Confirmation and/or assistance with proposed transitional arrangements by Provinces requested such as: • The use of PED offices for the 2015/2016 financial year as DHET secures regional office accommodation • Connectivity for DHET staff • Finalisation of regional offices, TVET Colleges and AET Centres organograms
