Creating a meaningful Workplace Skills Plan (WSP) that addresses the company’s training requirements, staff and learners’ development and also incorporates employment equity (EE) considerations is crucial for implementing training that is advantageous and significant for everyone in the business.

By incorporating appropriate training interventions in the WSP, it is possible to address specific and measurable needs – and businesses can increase their chances of recovering some of their swiftly diminishing skills. This cannot happen unless everyone plays their part – so it is of the utmost importance that the SDF, HR practitioners, line managers and other important participants in the company understand their roles in skills development. All key participants should be willing to engage and contribute to the creation of a meaningful and professional plan that fulfills QCTO, SETA and EE requirements, in compliance with the Skills Development Levies Act and Employment Equity Act.

Companies should prioritise compliance in order to meet all legal requirements. Choosing to be “ignorant” about legal requirements could lead to severe consequences such as fines and legal disputes.

Here are some practical tips to use as a checklist when putting together your WSP and ATR submissions:

• Identify the Skills Development Facilitator (SDF) in the business. Only one person may be assigned the primary SDF role and access to the submission portal.
• Businesses that do not have this expertise in-house can appoint an external/independent SDF to submit the company’s WSP-ATR.
• Register the SDF with the relevant SETA to gain access to the company’s online submission profile.
• Ensure that the SDF attends the relevant SETA Stakeholder Engagement session and be on the look-out for communications from the SETAs as to when that will be held in your region. This can help you identify skills gaps and access SETA grants. A Skills Development Plan is a roadmap that outlines your organisation’s training and development goals.
• Ensure a Training Committee/EE Committee is put in place and that everyone on these Committees are well versed in ensuring the upliftment of employees through training and development AND ensuring there is equal representation.
• The SDF must conduct a skills audit to establish the skills shortages within the company. Once the skills audit is concluded, this information can be used to identify gaps and prioritise training needs.
• Download or request a copy of the SETA’s Mandatory Grant Process Guideline document as this provides step-by-steps guidelines on how to submit a WSP-ATR. And follow the guidelines when putting together the submission.
• The SDF should schedule a meeting with the company’s Accountant to obtain any / all documentation for any training related expenses as this will assist with the completion of the ATR.
• The SDF can engage line managers and employees to ask for details of any training attended for the reporting time period. Ensure that copies of all attendance registers are on file.
• The SDF must engage HR and line management to discuss planned training for the reporting time period. The reporting time period will either be 01 April to 31 March or 01 January to 31 December depending on the SETA. It is advisable to find this out in advance.
• The SDF will be required to submit or at least check the company’s banking details. Request a cancelled cheque or bank letter early on so that this information is available at the time of submission.
• A meeting must be scheduled before the submission of the WSP-ATR with the company’s Skills Committee as they need to review and sign-off the draft WSP. This is required for the submission and minutes of this meeting will need to be uploaded to the SETA’s submission portal.
• Signatures of the Accounting Office, Chief Financial Officer, SDF and Employee Representative (Skills Committee Chair) will be required. Book meetings in advance with these individuals to confirm that they will be available to sign the Declaration form at the time of submission.
• Start the online submission process early as there may be technical issues when submitting. If you have any difficulties, contact the relevant SETA or seek advice from a registered Skills Development Facilitator. Something as simple as not adding an apostrophe in the right place could prevent the successful submission of the WSP and ATR online.

And finally, good luck. SUBMISSION DEADLINEs ACROSS ALL SETAS ARE 30 APRIL EVERY YEAR.