Progress Report on the Elimination of NC V Certificate

Progress Report on the Elimination of NC(V) Certificate Backlog Presentation to the Portfolio Committee on Higher Education and Training 3 February 2016

NC(V) Certification Backlog Elimination Project ORIGINAL PROJECT OBJECTIVES 2

Original Backlog Elimination Approach Create a staging portal to provide capacity to for data integrity, visibility of performance Empower Examinations Centers to ensure Data Integrity for Enrollment and Exam Data Examination Centers Registration Process Examination Process Enrollment Data Exam Marks Registration Errors & Confirmations Examination Center Portal Work towards straight through processing of certificates and a common business rule base Certification Candidates Umalusi API Portal Rules & Validation Services Certification Process Certification Errors & Confirmations Move all manual operational activities for NC (V) data and processing into the Exam system SITA Maintenance & Support Team Data Admin Process DHET Examinations & Assessments Clearly define SOPs, work towards straight through processing 3

Project Approach: Target Alignment of NC (V) Certificate Processing Activity Subject Matter Expertise • • Examination Center Staff DHET Staff Umalusi Staff SITA Staff Business Process & Governance • • Legislation Directives Standard Operating Procedures Best Practices Examination System Software • • Rules Validations Processing Logic Exam and Reference Data 4

NC(V) Certification Backlog Elimination Project SUMMARY OF PROGRESS 5

Summary of Project Performance We were not successful in meeting our primary project objective of Eliminating the NC(V) Certificate Backlog We are now clear on what is required to ensure that we meet the project objectives and have implemented changes to ensure that we meet the objectives We request that the project target date be reset to 22 June 6

Backlog Reduction as of 29 Jan 2016 Aug 2015 Jan 2016 Progress 129, 453 Candidates Affected 102, 926 Candidates Affected 26, 527 Candidates Serviced 20% 236, 818 Certificates Outstanding 181, 973 Certificates Outstanding 39, 869 Certificates Produced 21% 7

Interpretation of the Certificate Backlog Numbers § There has been Positive Movement in the Certificate Backlog Numbers è 39, 869 Certificates have been produced from the backlog è 15, 059 Certificates to be “un-blocked” from centres with payment in arrears this week § We have discovered additional backlogged certificates since starting the project, which brings our net reduction of backlog down to 21% 8

Next Planned Waves of Backlog Reductions 15, 059 • Payment of Arrears Fee Facilitated by SITA on 29 Jan 2016. • Certificates to be processed this week. 59, 965 • All Level 2 Certificates to be processed • Certificates to be processed by 10 March 64, 969 • All Level 3 Certificates to be processed • Certificates to be processed by 29 April 9

NC(V) Certification Backlog Elimination Project RECAP OF PROJECT ACTIVITY 10

Activity Since the 12 August Update Project Accomplishments § Captured and Aligned Umalusi and DHET in their view of the NC (V) Certification Business Process § Increase SITA Technical Resource Capacity to keep up with DHET demands. § Implemented capacity for Exam Centers and 3 rd Party vendors of college management systems to submit data to DHET in real time rather than “batch” § Implemented capacity to “stage” data and do data integrity checks before submitting data to DHET § Implemented capacity for DHET, Exam Centers and Umalusi to use a common rule base for certificate processing 11

Activity Since the 12 August Update Project Impacts § Underestimation of the state of the Consolidation Function § Resource Contention è è 2015 -16 Holiday Season è § Capacity Shortage 2015 -11 Results Processing SITA’s Application Lifecycle Challenges è è § Application Testing Immaturity Software Change Management Immaturity Inter-Organization Wait States 12

Activity Since the 12 August Update Corrective Actions § Flattened the Program Governance Structure § Additional Project Resources Applied (DHET & SITA) § Implementation of QA Testing § Further Integration into SITA § Change of Approach of Backlog from Newest to Oldest to Newest 13

Activity Since the 12 August Update Remaining Work § Processing of Level 2, 3 & 4 Backlog: Error & Rejection Investigation § Debugging of the Consolidation Function § Rollout of the Keep Backlog at 0 Capacity è è § Testing and QA of the Portal processing Production Deployment Turnover of all NC(V) Deliverables to SITA Resources è Technical Team Enablement è Formal Handover è Final Submission of Documentation 14

NC(V) Certification Backlog Elimination Project WAY FORWARD 15

High Level Flight Plan March February Old Backlog 200711 -201203 New Backlog 201211 - 201403 Current Backlog 201403 - 201503 Level 2 April Level 3 (15, 671) (21, 254) Level 2 (35, 497) Level 2 (3, 250) May June Level 4 (23, 944) Level 3 (44, 736) Level 4 (29, 697) Level 3 (4, 534) Level 4 (3, 394) 16

Proposed Project Schedule 17

Thank You