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Progress Report on the Elimination of NC(V) Certificate Backlog
Presentation to the Portfolio Committee on Higher Education and Training 3 February 2016
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ORIGINAL PROJECT OBJECTIVES
NC(V) Certification Backlog Elimination Project ORIGINAL PROJECT OBJECTIVES
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Original Backlog Elimination Approach
Empower Examinations Centers to ensure Data Integrity for Enrollment and Exam Data Create a staging portal to provide capacity to for data integrity, visibility of performance Work towards straight through processing of certificates and a common business rule base Registration Process Examination Center Portal Enrollment Data Examination Centers Umalusi Certification Candidates Examination Process Exam Marks API Portal Certification Process Rules & Validation Services Certification Errors & Confirmations Registration 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
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Subject Matter Expertise
Project Approach: Target Alignment of NC (V) Certificate Processing Activity Subject Matter Expertise Business Process & Governance Examination System Software Examination Center Staff DHET Staff Umalusi Staff SITA Staff Legislation Directives Standard Operating Procedures Best Practices Rules Validations Processing Logic Exam and Reference Data
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NC(V) Certification Backlog Elimination Project
SUMMARY OF PROGRESS
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Summary of Project Performance
We were not successful in meeting our primary project objective of Eliminating the NC(V) Certificate Backlog We request that the project target date be reset to 22 June 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
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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%
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Interpretation of the Certificate Backlog Numbers
There has been Positive Movement in the Certificate Backlog Numbers 39,869 Certificates have been produced from the backlog 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%
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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
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RECAP OF PROJECT ACTIVITY
NC(V) Certification Backlog Elimination Project RECAP OF PROJECT ACTIVITY
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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 3rd 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
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Activity Since the 12 August Update
Project Impacts Underestimation of the state of the Consolidation Function Resource Contention Capacity Shortage Holiday Season Results Processing SITA’s Application Lifecycle Challenges Application Testing Immaturity Software Change Management Immaturity Inter-Organization Wait States
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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 Oldest to Newest
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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 Testing and QA of the Portal processing Production Deployment Turnover of all NC(V) Deliverables to SITA Resources Technical Team Enablement Formal Handover Final Submission of Documentation
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NC(V) Certification Backlog Elimination Project
WAY FORWARD
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High Level Flight Plan February March April May June Old Backlog
(21, 254) Level 3 (15, 671) Level 4 (23, 944) Old Backlog New Backlog Level 2 (35, 497) Level 3 (44, 736) Level 4 (29, 697) Current Backlog Level 2 (3, 250) Level 3 (4, 534) Level 4 (3, 394)
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Proposed Project Schedule
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Thank You
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