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MIG User Manual Release 2.01 V16

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1. Number A backlog is represented by the following 1 Quantity of water supplied to every household Number connection not metered Reticulation Water meters A backlog is represented by the following 1 Lack of water pipelines to transport surface or ground water from one area to another area Water pipelines Reticulation Pipe lines are large in diameter and can supply water to communities and industries over both short and long distances without causing erosion and reducing the chance of evaporation MIG MIS User Manual Version 17 October 2006 10 54
2. also use Tab or Shift Tab keys on your keyboard to move between cells Another clue to tables that work with popup windows is the presence of an Add Row button below the table Version 17 October 2006 10 54 15 3 4 Project Funding Non pject jirect ec ccredite z dhasi Total VAT maia sete ee eed Type Costs Costs Training ns Training Water 00000 00 0 00 00000 00 0 00 0 00 0 0 0 Project Type Water a i P LON ii VAT g Border indicates Direct Costs 600000 whole BN selected eee Double click to edit Accredited Training 0 i j g TOY N UUOT 00 Non Accredited booi i Training 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 OK Cancel 0 00 ooo 0 00 000 9 00 4 When you have completed a section click either of the Save buttons above or below the expanded section 5 Expand the next section by clicking anywhere on the heading and work through the form until you have saved Section 7 Submitting the form 6 You are now ready to submit the form into the workflow process This is done by clicking Submit on the Action Bar Although some validation is done as you enter data the Submit action subjects the entire form to a final validation Any problems encountered at this stage are listed at the bottom of the form 7 The MIS sends an e mail to the person s responsible for recommending the form Once you have submitted a form you will no longer be ab
3. 2006 Done internet Statements regarding privacy policy and disclaimers are displayed at the bottom of the screen together with system version information The application menu bar allows you to access the main applications contained within the MIS You will only see the applications that your system administrator have given you access to The content tree displays the content of the application that you have selected in the form of a hierarchy of folders Folders can be opened or closed by clicking the plus minus sign the folder icon or the name itself Filters can be used to hide complexity from the user by limiting content to what the user needs to see A simple filter such Forms awaiting my attention is for example technically equivalent to retrieving all forms in a specific workflow status from one or more municipalities Filters are also used to enhance performance by limiting the volume of information retrieved from the MIS database The action bar lists the actions that you are able to perform based on permissions that you have been given by your system administrator Actions could include Capture Submit Recommend Refer back Download etc This is where your results are displayed The tabs provide different views of the same content Once you have for example navigated to a given project one tab may show the forms belonging to the project while another shows the cash flow for the same pro
4. be able to edit it in future A Municipal Project Registration Form MIG1 Infrastructure Grant mig Form ID 14808 National Ref Project Name Example project 1 Version 01 12 2005 11 34 Registration Header Updated 11 Jul 2006 Section 1 Executive Summary Comment Concern Rate comment concern O O Serious concern W Concern W Comment View previous comments Legalities About the MIS Screen Resolution Version 2 00 8 June 2006 A comment symbolized by a green traffic light usually contains additional information or clarification intended to expedite or document workflow actions without requiring a Subsequent user to act on it K Version 17 October 2006 10 54 24 Form Tab Comments Tab Workflow History Tab Request for Payment Overview Tab Forms Tab Cash flow Tab MIG MIS User Manual Comments could also be expressed as a concern amber traffic light or severe concern red traffic light when you believe that the matter is serious enough for subsequent users to note and potentially refer the form back for revision Note Even if you raise a severe concern it will not stop you or any subsequent workflow participant to recommend the form It simply draws attention to an issue If the form was opened from your Work List the List navigator allows you to attend to all forms without returning to the Work List Clicking th
5. necessary to repeat the phrase or someone acting on his her their behalf 4 When a Regional Coordinator recommends the form it is submitted to the Provincial Manager MIG 5 When the Provincial Manager MIG recommends the form it is submitted to the Senior Manager MIG 6 When the Senior Manager MIG recommends the form it is submitted to the Senior Manager Finances 7 When the Senior Manager Finances registers the form all participants in the workflow process are notified by e mail as well as the MM even though he she may not have taken part in the process 8 When a form is referred back for revision by anyone all previous workflow participants are notified by e mail and the Project Manager is requested to revise the form If the Project Manager is not a registered user of the MIS the PMU Manager first municipal and then district will be requested to attend to the form 9 Other forms follow a similar process up to Step 2 above but then ends with Step3 when the MM or someone acting on his her behalf registers the form My Profile Your profile contains personal information such as your e mail address and telephone number that are essential to the proper functioning of the MIS Much of this information can be updated at any time by clicking the Maintain My Profile link on the login page Version 17 October 2006 10 54 31 Alternate users Delegation MIG MIS User Manual From the Responsibilities tab of this
6. page most users can also nominate alternate users and delegate their responsibility to one of the alternate users for a fixed period or until the delegation is retracted Some users may even appoint evaluators to assist them with the task of reviewing the contents of a form for example checking that unit costs do not exceed guideline costs It is important to note that the person you delegate to will inherit all your permissions for as long as the delegation is active If a Municipal Manager for example delegates to a Data Capturer the Data Capturer will be able to recommend all the forms that the Municipal Manager is normally responsible for Before you can delegate responsibility you first need to nominate one or more alternate users by clicking the Maintain My Profile link on the login page and then selecting the Responsibilities tab To nominate the first alternate click the f icon in the first row In the resulting user dialogue click Find to display a list of persons that you may nominate as alternates Depending on where you are located in the MIS permission hierarchy you may want to refine the search by specifying a Role and or Agency If you do not it will display all users above you in the MIS permission hierarchy For example if you are a municipal user it will display all the users in your municipality all district users in your district all provincial users in your province and all national users It is highly recomme
7. raa E E 2l LTT E A nin E E E E A E TEE 22 Fund Administration sssssssssrsrsrsnsrsrsrsrrrenrnrnrnrnrerenne 22 Project Life CyCle irsririiirsisarivisirradinie raaa 23 FO IE eaea EE a 24 PrOJeCt OVE VICW srerirsisiririvriir k iiis er i nET rir EEE RIS ONENERA 25 PT E E A P A E A T E 26 BPO KOG orarin O E E 27 Establishing the baseline sannnnsnannsnsnnnnnnsnnnrsnnnnne 27 Remaining backlogS ssssssnsnsnnsssrsnnsrsrnsrsrrsrersenerse 28 Workflow and Communication caccccsvercisverssnavirepreceants 28 WOKO aiaeeiiee A EN 29 na HEISE RE E E TEE A E E sees 29 WorkfloW DOC OSS srissririsirieirrrirersereirririiciritririieisitari 30 My POG 4 enter aa aivenehe dee eaa ae aE tans 31 S eS paT o PAEA T EE E TE E ET E EE TA E 34 System ACMINIStration cccccceeeese cece eee eeeeeeeeeeeeeeeeeeneas 34 Annexure A Workflow Status ccccccccscccceeeeeeeees 35 MIG MIS User Manual Version 17 October 2006 10 54 1 MIG MIS User Manual Project LIfe CVC is pxirreanencdriinceerrednereannreppierereexeorncens 35 FUNG AGING aU Ol rsrsrsrs susini urn dense NENEA SEn NEENU 36 BACKIOGS ririsririnirits rrini Eint NENEREDE EEEE PER 36 Annexure B Backlog DefinitiOnS ssssccccennnneeeseees 2 Definitions Community ServiceS s sssssssrererrrrsrrrrrrerre 2 Definitions Electrification sssssssssssssannnnnnnnnnnnnrnnrnnrnne 3 Definitions Enterprise Infrastructure cccccseeeeeueeneeuenns 4 Definitions Emergency Servi
8. sense that it no longer contains comments that were previously added when a form is recommended or referred back Comments must now be added before a form is submitted recommended or referred back and these can be viewed from the Form or Comments tabs The tree view used to select an agency previously referred to as province district municipality has been replaced by a faster agency selector that is more consistent with other selectors used to select contact persons companies etc To use this selector enter any part of the province district municipality s name and click the Find button If more than one match is found select the correct agency by clicking the hyperlink or refine the search so that fewer matches are returned Select agency Agency polo Results Polokwane LM For a limited period of time the National Reference Number contained in the Registration section of the MIG 1 form can be assigned manually To use this feature click the Manual button in between the National and Provincial Reference Numbers and enter the number This should only be used in cases where forms are captured for projects that have already been registered through a parallel manual process The title of Section 2 has been changed from Applicant to Implementing agent In time a further distinction will be made between Funding agent and Implementing agent In Version 1 both of these were simply referred to as the Municipality
9. than the top of the kerb or the road level o The imported gravel shall be at least G7 quality and Shall be compacted to 93 modified AASHTO density Surface graded 1 100 towards the road in the case where no side channels are present in the streets Where side channels are provided the surface shall be graded at 1 100 towards the side channels Backlog is represented by the following o Route not leveled and all plant material or other debris not removed Not constructed Lacks the following o Top of the reworked surface shall be 180mm lower than the top of the kerb or the road surface The in situ material shall be compacted to provide even Surface before a 100mm thick layer of imported gravel is placed The imported gravel shall be at least G5 quality and Shall be compacted to 93 modified AASHTO density The bedding sand layer of the of approximately 25 to 30mm shall be placed on and 50mm thick paving blocks Shall then be packed in a suitable pattern to form the sidewalk The outer edge shall be restrained with either concrete garden kerbs or a concrete edge strip The surface shall be graded at 1 100 towards the road in the case where no side drains are present Where side drains are present the surface shall be graded at 1 100 towards the side drain No definition available yet Km No definition available yet Km Definitions Roads and Related Stormwater Backlog Definition Units Local Distributors Gravel No definition a
10. 1 14844 Example project 4 11 Jul 2006 ei mic1 14858 Example project 5 11 Jul 2006 Legalities About the MIS Screen Resolution Version 2 00 8 June 2006 a3 Local intranet ae r If you click on the hyperlink in the Project column of the list it will open the form just like any other list in the MIS would have done see Working with lists Once the form is open you will notice two new buttons on the Action Bar Clicking the Next gt or lt Previous buttons will open the next or previous form in your Work List The buttons become inactive when you reach the first or last form in the list These two buttons the list navigator allow you to attend to all the forms requiring your attention without returning to the Work List If you do return to the Work List after attending to all the forms it will be empty indicating that there is nothing that requires your attention Should you want to return to the Work List from anywhere in the MIS you can do so by clicking Work List on the Application Menu In the above we have described how the Work List will enable you to attend to all forms that require your attention without ever using the Application menu Content tree or Filter We will now describe how some users particularly Version 17 October 2006 10 54 6 E mail notification MIG MIS User Manual those that use the MIS infrequently will be able to do all of the above without even using the Work List Th
11. 639 pop S Alternate 2 E4 Alternate 3 E4 Alternate 4 E4 Escalation is the process through which the MIS provides alternate users with the necessary permission to attend to a workflow item that has not been attended to within 5 working days For example if you are responsible for recommending a form and neglect to do so in 5 working days the MIS will request your first alternate by e mail to recommend the form If this person also neglects to attend to the matter the MIS will request the second alternate to stand in etc Note The fact that the MIS temporarily provides an alternate person with permission to attend to the form does not mean that your permission has been taken away You can still attend to the form even after you receive the copy of the e mail requesting the alternate to attend to the form Users with primary responsibility for workflow actions such as the Municipal Manager and Provincial Manager MIG are allowed to appoint evaluators to assist them with the task of reviewing the contents of a form for example checking that unit costs do not exceed guideline costs If an evaluator is appointed an e mail notification is sent to the evaluator and the form appears in the evaluator s work list The user with primary responsibility for the form is not notified at this stage and the form does not appear in his her Work List Note The primary user can still access the form through the Awaiting my evaluators fi
12. Annexure A Workflow status MIG MIS User Manual Workflow icons are used to indicate the status of a workflow item A workflow item can be a form in the Project Life Cycle Application or a line in the Fund Administration Application The workflow status only changes in response to actions such as Submit Recommend are Refer back The meaning of the icons is explained below Note Since any workflow participant can delegate his her responsibility actions are not qualified below by repeating or someone acting on his her their behalf A partially or fully captured form has been saved but has not yet been submitted into the workflow process The form is visible to other users in the same agency as well as users higher up in the MIS permission hierarchy but can only be edited and submitted by the original data capturer The form has been submitted into the workflow process and can only be edited and submitted by one of two special evaluators the Project Manager or PMU Manager The submitted form has been reviewed by an evaluator or special evaluator The form has been recommended by the Municipal Manager and can no longer be edited The form was recommended by the Municipal Manager and has subsequently been submitted by an evaluator of the Provincial Manager He The form has been recommended by the Provincial Manager m i The form was recommended by the Provincial Manager and has subsequently been subm
13. CeS sessssersrrrrerererrerreree 4 Definitions Public transport s ssssessssssersrssrsrsrrereresrerne 5 Definitions Roads and Related Stormwater cceseeeeees 6 Definitions Sanitation cc cee ce eee eee eee ee eeeeeeeeeueeeueenuseunees 7 Definitions Solid Waste Removal cccceeueeeueuueeuueeuneeunes 7 Definitions Storm Water iicincindweddtaninesenennieveiwdinwawecene vans 8 Definitions Water aa ceacecesann sudwencneoe teheatie ewe tmnceaince maeaaneweres 8 Version 17 October 2006 10 54 2 Introduction Municipal Infrastructure iri SS Grant Suggestions MIG MIS User Manual Version 17 October 2006 10 54 The vision of the MIG programme is to provide all South Africans with at least a basic level of service by the year 2013 through the provision of grant finance aimed at covering the capital cost of basic infrastructure for the poor The main contributions of the MIS in assisting DPLG to realise this vision include e Serving as an overall control mechanism in terms of the allocation and disbursement of MIG funding to municipalities monitoring the actual expenditure by municipalities and recording the assets resulting from the spending of MIG funds e To put municipalities in control of the planning and implementation of infrastructure development in their areas of jurisdiction by providing the practical means through which MIG funding can be tied to the approved Integrated Developm
14. Filters The filters have been changed as follows Version 17 October 2006 10 54 Captured My projects Awaiting my evaluators Advanced MIG MIS User Manual In Version 1 the Captured filter only selected forms that were captured and saved by yourself In Version 2 the Captured filter selects all the forms captured and saved by anyone in the agencies that you have permission to view For example if you are registered as a provincial user you will see all the forms captured by the districts and municipalities in your province The My projects filter has been added to assist project managers to select the projects that they are responsible for This filter selects all projects for which the Contact Person in Section 2 matches the user logged in This filter only applies to users with primary responsibility for workflow actions such as Municipal Manager and Provincial Manager MIG It selects all the forms that are awaiting the attention of users appointed by them to evaluate forms on their behalf All the Advanced filters have been enhanced by the addition of criteria to assist you with refining a search Some criteria such as the Reference Number contain a drop down menu to further specify the parameter You could for example choose to filter on a National Provincial or Municipal Reference Number Click Find to select all the forms or projects that match the criteria that you have specified The results are display
15. Municipal Infrastructure Grant User Manual for the MIG Management Information System Municipal am Infrastructure j Grant Version 17 October 2006 10 54 Contents Introduction ssssss2 2 s 3 How to use this document ssssssssssersrrrrsrerrnrererrrrerne 3 Getting Started sissien Al OWNS POS EE A E E EPE EE E A EE A TE 4 REIS AION aeia TEE N 4 Kors akiai tE g AE E E AE A E E E E E E E E ayer 4 Screen layout oirinirisrrdnrenirreirroninrti diinteri eidi 4 What s new in Version 2 sssssusssnununnnnnnnnnnunnnnnnnnnnn 6 WorkflOW sassssesssssrensrsnrsnsnrrrnrenrnrensrrnrerenrererrnrnrrrrnrrrrnre 6 FOF a a E EE E E 7 EEE ae EEEE E EAE TE EPET EA ET 9 Maintain my profile ssssssessssersrssrensrrnrnrrrrnrrrrnrsrrrrnren 10 TUONA inini 14 Working WIth OMT serrrccrnerisatitite irent aE rE 14 Capturing a New form sssssssssssssnersrsensrsererersererssnene 14 PHONO A TO es sneer sc teria nins AN EN ENAERE EE EAEE ENAS 16 Recommending a POLIT ssssssssssssnsnnnrsrnnnsrnrrsrerrererne 17 Fund adMINISTANON isinaisocuncerinuiuwoanaterceeensdateuaeenavoaiae 18 Generating repor cnccsccseciceaasaccerececuleeeesicessusaccessenaeseet 19 POJO C TODO fo seeetenuis ceeccseueilans there EEEE AE 19 Funding TOPOS s ersrsrasrensirri itrio EEEE EEA EREE ENAT 20 REFERENCE eripere or EEE EAE 21 Access Control and PermiSSiOns cccssccscusccseeessenccnenerees 21 We SV CICS
16. The workflow status of every backlog item is indicated by the familiar and icons explained in Annexure A An icon unique to the Backlog Reporting application indicates that no backlogs have been captured for the selected year and that the figures shown have been carried over from a previous baseline To facilitate a discussion about the backlogs posted by each of the custodians any user can click the icon for a complete history of who captured submitted confirmed or requested an amendment complete with contact numbers and e mail address of any of the custodians Workflow The Work List is automatically displayed as the first page after you have logged in It lists all the forms MIG 1 to 10 that require your attention AGS Microsoft Internet Explorer a eS e oe File Edit View Favorites Tools Help Google i G Search PageRank E Popups okay F ea Options ae gt Qba x 2 Search Favorites lt 4 a Wl BDA Links Ye SHORTCUTS CSIR iQ PROJECT SERVERS f PERSONAL Address a http localhost mig default aspx G Curren tly logged in as Mr Capricorn PMU Manager Cap pmu Library Fund Administration Project Lifecycle Backlog Work List Help Work List The following is a list of workflow items that require your attention Click on any item to attend to it You could then use the Next or Previous buttons on the Action Bar to navigate through all the items without retu
17. anced filter that follows on the next page you may specify search criteria to filter the project list If you do not specify any criteria the report will contain all the projects that you have permission to view Click Generate and wait until you are taken to the download page Click the View report link to download the report file to your computer in a Comma Separated Variable CSV format You can Save the file for later use or open it first and then save it in a format of your choice for example as an Excel Spreadsheet XLS Except for adding comments to the DORA report the MIS does not require you do take any action to prepare or submit monthly reports It is assumed that reporting is done on a fixed monthly schedule see Time cycles and that the reports simply reflect what has been processed up to the closing date of the cycle To obtain a project list proceed as follows 1 If you are not already in the Fund Administration application click Fund Administration on the Application Menu Click Reports on the Content tree Select monthly or annual cycle in the Results pane if applicable and click Generate report When the report is ready to download the Generate report button changes to a View report hyperlink Click the View report link to download the report file to your computer in a Comma Separated Variable CSV format You can Save the file for later use or open it first and then save it in a for
18. ated their responsibility to someone else Despite these variations the typical workflow process of a MIG1 form can be described as follows 1 When a data capturer submits a form it is submitted to the Project Manager or the PMU Manager if the Project Manager is not a registered user of the MIS If the latter the MIS will attempt to locate a PMU within the Version 17 October 2006 10 54 30 Referring a form MIG 4 to 10 MIG MIS User Manual municipality or failing that a district PMU Project Managers and PMU Managers act as Special Evaluators in the sense that they have edit permissions on the form up to the point where they submit the form and also when a form is referred back for revision by anyone Note The term submitted to means that the next user in the workflow process receives an e mail that a form is awaiting his her attention and that the form appears in his her Work List 2 When the Project Manager or PMU Manager submits the form it is submitted to the Municipal Manager MM or someone acting on behalf of the MM by virtue of delegation or escalation If the form is submitted by the Project Manager the PMU Manager is notified by e mail 3 When the MM or acting MM recommends the form it is submitted to one of the nine DWAF Regional Coordinators or someone acting on their behalf Note In the following it is taken for granted that any workflow participant can delegate responsibility and that it is not
19. bilities tab To nominate the first alternate click the icon in the first row In the resulting user dialogue click Find to display a list of persons that you may nominate as alternates Depending on where you are located in the MIS permission hierarchy you may want to refine the search by specifying a Role and or Agency If you do not it will display all users above you in the MIS permission hierarchy For example if you are a municipal user it will display all the users in your municipality all district users in your district all provincial users in your province and all national users It is highly recommended even required that you nominate at least one alternate user to act on your behalf when you are unable to do so yourself Note Nominating alternates is not the same as delegating your responsibility to them A person that has been nominated is not notified by e mail To delegate responsibility you have to click one of the Delegate to checkboxes optionally fill in an Until date and click Submit on the Action Bar If you do supply a date for example the last day of your leave the delegation will automatically expire at midnight on that date and you will start receiving workflow notifications from your first day back in the office If you do not supply a date the delegation will remain active until you retract it by again clicking the Delegate to checkbox and clicking Submit Alternates Persi Agency Role Delegate
20. d for a mass transit district transportation district or any other public transportation agency for the use and convenience of the customers of said district or agency Number o A shelter cannot accommodate 10 15 passengers Bus Shelters The structure is not appropriate e g it should have metal sheeting for the roof cover and side cladding seating can also be manufactured as part of the shelter structure Taxi rank backlogs are defined as those official ranks catering to more than 100 passengers a day through at least 12 of the 24 hours and lacks taxi rank facilities seats overhead cover shelter for commuters paving interlocking blocks ablution blocks hawker stalls high mast lights waste disposal washing bay workshops etc Lacks the following o 2 5m wide lanes where taxis will line up to pick up passengers o Islands between the lanes with the typical width of 1 5m o An open parking area for waiting taxis during off peak periods o Sufficient maneuvering space at the entrance and exit sections of the lanes and shall be typically be 10 0m at Taxi Ranks Number MIG MIS User Manual Version 17 October 2006 10 54 Sidewalks Gravel sidewalk Paved sidewalk Tarred Pedestrian Bridges both end Backlog is represented by the following o Route not leveled and all plant material or other debris not removed Not constructed Lacks the following 10 Top of the reworked surface shall be 150mm lower
21. e Printer Friendly button displays a printable version of the entire form and a print preview that allows you to see the page breaks and only print specific pages The Comments tab provides a separate view of the comments added to each section of the form Sections with comment can be opened by clicking the traffic light icon or you can click the Printer Friendly button to open a print preview of all the comments The Workflow History tab provides a complete record of all workflow transactions on the form from the first time that it was submitted into the workflow process The Request for Payment forms MIG 6 8 and 10 contain features that are not found on other forms These can be found on the Claims Tab of these modules These features are intended to assist you in deciding whether the RFP should be recommended The Claims Tab provides a complete history of all previous payments summarised by funding source as well as by company It also keeps track of retention held by company As long as there is a positive balance by funding source and by company you at least know that there is sufficient funding available to process the claim The project overview provides a convenient access point to everything that is related to a specific project The Overview Tab displays general information about the project The Forms Tab displays all the forms relevant to the selected project Clicking on any form will open it in exactly the same way a
22. ed underneath the search criteria without altering the criteria to allow you to refine the search by changing the criteria and clicking Find again Search Criteria Reference Number iv Contains Iv Form ID equals Project Name Contains iv Implementing Agency Project Type equals Contains b4 Project Category and And S hd Project Status equals EEB E 4 Workflow Status equals 4 at Date between 31 and 31 Maintain my profile The new Responsibilities tab that can be accessed from the Maintain My Profile link on the login page allows most users to delegate their responsibility to another user for a fixed period or until the delegation is retracted The user to which you delegate your responsibility will receive an e mail notification to this effect when you delegate and also when you retract the delegation It is important to note that the person you delegate to will inherit all your permissions for as long as the delegation is active If a Municipal Manager for example delegates to a Version 17 October 2006 10 54 10 Alternate users Delegation Escalation MIG MIS User Manual Data Capturer the Data Capturer will be able to recommend all the forms that the Municipal Manager is normally responsible for Before you can delegate responsibility you first need to nominate one or more alternate users by clicking the Maintain My Profile link on the login page and then selecting the Responsi
23. en a form you will notice the following changes to the form itself The section headings like Section 3 Project Details could in the past be opened by clicking anywhere on the background of the heading This had to be changed because of the introduction of evaluation notes comments the presence of which is indicated by red amber or green Traffic light icons Clicking any of these icons displays the comments and clicking on the hyperlink Section 3 Project Details now opens the section Version 17 October 2006 10 54 Comments Concerns MIG MIS User Manual Comments can be added by clicking one of the two Add Comment buttons at the top or bottom of an opened section These buttons will always be present if you have opened the form from the Work List but could be absent if you have opened the form via another route if the form is in a workflow state that does not allow you to edit it at that moment even if you were able to edit it before or may be able to edit it in future Ce ee ee Municipal Project Registration Form MIG1 Infrastructure Grant Version 01 12 2005 11 34 Form ID 14808 National Ref Project Name Example project 1 Registration Header Updated 11 Jul 2006 Section 1 Executive Summary Comment Concern Rate comment concern O Serious concern WG Concern W Comment View previous comments o z Legalities About the MIS Screen Resol
24. ent Plan of a municipality through integration with the IDP Nerve Centre e Serving a dual purpose of providing municipalities with a tool for controlling their own programmes while at the Same time providing consolidated reporting of financial progress and performance indicators on a provincial and national scale How to use this document After reading the fundamentals of how to use the MIS in Getting started we recommend that you work through one or more of the Tutorials You may not find it necessary to read through all of the Reference section as this is intended to answer questions as and when they arise If you have suggestions for improving this manual please send an email to mig dplg gov za Getting started Register as a user Roles Passwords Identity MIG MIS User Manual Home page To access the home page of the MIS enter the URL mig dplg gov za into your browser and press Enter The MIS only works with Microsoft Internet Explorer Version 6 0 or higher Plans are in place for later releases of Version 2 to be compatible with at least one other browser Registration Except for the home page and parts of the library you need to be a registered user to access the MIS To register as a user click Register as new user under Quicklinks on the home page Please note that registration is intentionally not automatic because the system administrator needs to validate your role within the organisatio
25. erns MIG MIS User Manual report financial and physical progress as a precondition to monthly progress payments The project life cycle application contains one module for each of the MIG forms Once you have selected the appropriate form you will be able to depending on your role and associated permissions capture and save a new form submit a form add comments concerns and recommend or refer a form back for revision These actions are dealt with in the Tutorial All forms are split into sections that are displayed in an outline view containing only the headings until you expand a particular section by clicking the hyperlink The only exception to this rule occurs when you capture a new form The first section is then automatically expanded because most of the later sections depend on the first Any section can contain evaluation notes comments the presence of which is indicated by red amber or green Traffic light icons Clicking the icon displays the comments and clicking the hyperlink Section 3 Project Details opens the section Comments can be added by clicking one of the two Add Comment buttons at the top or bottom of an opened section These buttons will always be present if you have opened the form from the Work List but could be absent if you have opened the form via another route if the form is in a workflow state that does not allow you to edit it at that moment even if you were able to edit it before or may
26. ibed above Then use the Next gt or lt Previous buttons to open and attend to all the forms in your Work List Hint Use the Printer friendly button to generate a printer friendly version of the entire form for checking the content even if you do not actually want to print the form It will free you from opening and closing the sections one by one Fund administration To illustrate the Fund Administration Application we will work through capturing the payment schedule of a municipality for the next financial year 1 If you are not already in the Fund Administration application click Fund Administration on the Application Menu 2 Click Schedule on the Content tree to open the folder and then Infrastructure 3 Select the next financial year from the Filters pane You will now be presented with a list of all municipalities that you are responsible to submit payment schedules for In the example below the user is logged in as the PMU Manager for Capricorn DM As such the list will include the DM itself own projects as well as all the non funding municipalities that the PMU is responsible for Note that it does not show funding municipalities such as Polokwane because the PMU is not responsible for submitting their payment schedules Summit Selec ree District Municipality Apr 2005 z E Total for Capricorn DM 6500000 Municipality Apr 2005 E C Capricorn DM 6500000 Municipality Apr 2005 z Capricorn DM own project
27. ion 17 October 2006 10 54 Connection are far away from the existing electricity infrastructure and uses either candles paraffin and other except gas and solar service levels as energy source for lighting Service levels 1 to 3 aS energy source for lighting represent the backlog 1 Other Schools Grid n a Connection 3 Paraffin 4 Gas 5 Solar 6 Electrified Number Schools located in rural areas and are far away from the existing electricity infrastructure and uses either candles paraffin and other except Number gas and solar service levels as energy source for lighting Schools Non Grid Connection Service levels 1 to 3 aS energy source for lighting represent the backlog 1 Other 2 Candles Clinics Grid Connection 3 paraffin Number 4 Gas 5 Solar 6 Electrified Clinics located in rural areas and are far away from the existing electricity infrastructure and use either candles paraffin and other except Number gas solar and diesel generator service levels as energy source for lighting Clinics Non Grid Connection Definitions Enterprise Infrastructure Backlog Units Street Trading Number Markets No definition available yet Number Local Tourism No definition available yet Rar Definitions Emergency Services Backlog Units Lack of the following represents a backlog 1 Any urban services without operational section responsible for physical fire fighting rescue a
28. ion facility available to the household A pit latrine not provided with ventilation and fly proofing Number of Bucket latrines households A ventilated improved pit latrine or equivalent Septic tanks and Sewer waterborne sanitation systems Definitions Solid Waste Removal No definition available yet Number Service levels 1 and 2 represent the backlog 1 No rubbish disposal Own refuse dump Number of Collection less than weekly households Collection at least weekly Communal refuse dump Version 17 October 2006 10 54 Definitions Storm Water Storm Channels No definition available yet Km Storm Pipelines No definition available yet Km Storm Retention Ponds No definition available yet Number Definitions Water Backlog Units Bulk Services Geo hydrological No definition available yet Investigation Number of Boreholes A backlog is defined as households located in small remote communities where even basic schemes are costly where support services are difficult and where Number affordability is very limited and have no access to a point source of water supply such as boreholes A backlog is defined as 1 Households provided with water either from natural or man made reservoirs but it is not enough to meet l their demands Hence these leads to a need to build or Bulk Services secure another reservoir to accommodate all Reservoirs households Households provided with water either f
29. ions where visibility is not restricted The actions that a user is permitted to perform on a visible record depend on the role s assigned to the user by his her system administrator s the permissions associated with such role s the devolution option of municipality and the current workflow status associated with the record In addition to record level permissions the model also caters for field level permissions linked to workflow status The project budget section may for example be changed until the registration has been signed off by the SMM Thereafter it can only be changed by means of an addendum that goes through the same approval process Time Cycles The MIS makes extensive use of annual and monthly time cycles to stabilise reporting These are similar to a calendar year or month except that the last day of a MIS cycle does Version 17 October 2006 10 54 21 Annual cycles Monthly cycles Application Overview Application Overview Allocations MIG MIS User Manual not have to be the last day of the year or month The last day of the March cycle may for instance be the 10 of April This allows certain actions to be completed beyond the end of the calendar month that will still for reporting purposes reflect against the March cycle Annual cycles apply primarily to Allocations and Payment Schedules in the Funding Administration application Monthly cycles apply primarily to 1 Cash flow projections pro
30. is is made possible by a hyperlink contained in the enhanced e mail notification sent by the MIS to alert you that a workflow item is awaiting your attention If you click this hyperlink it will take you to the login page of the MIS Once you have logged in the next page you will see is the form that you need to attend to opened and awaiting your input Dear Mr Provincial Coordinator This message is system generated Please do not reply to it because the mailbox is not attended to If you have problems please call 012 334 4860 or 082 578 5659 or send an e mail to mig dplg gov za The form awaiting your attention belongs to project Example project Municipality Polokwane LM The form was submitted by Mr Capricorn PMU Manager Acting on behalf of Municipal Manager Position PMU Manager Telephone 015 5555555 Fax 015 5555556 Cell 0825555555 E mail example agency gov za If you prefer to attend to this now click here to recommend the form or to refer it back for revision If you have multiple workflow items awaiting your attention The workflow process or path followed by a form from start to finish has changed significantly Note in particular that when a form is referred back for revision it is no longer returned to the previous participant in the process but to the Project Manager or PMU Manager Irrespective of whether you use the Work List an e mail notification or Application menu Content tree and Filter to op
31. is time saving feature should only be used when backlogs have been captured for all outputs otherwise those that have not been captured will be saved as a zero backlog As the backlogs are submitted users with appropriate permission to sign the backlogs off on behalf of each of the three custodians will receive an e mail notification requesting them to confirm the figures by clicking Confirm on the Action Bar or request that the figures be amended by clicking Request Amendment Like Save and Submit Confirm and Request Amendment only affect lines that have been explicitly selected by clicking the corresponding check box Once a baseline has been captured the MIS calculates the remaining backlog by subtracting outputs already delivered in a municipality from the baseline Outputs already delivered are obtained from all Physical completion MIG 9 forms registered after the baseline was frozen Click the Remaining Backlog tab to view the remaining backlog To avoid e mail clutter a user responsible for confirming backlogs will only receive one notification per day Version 17 October 2006 10 54 28 Workflow status Communication Work list List navigator MIG MIS User Manual generated overnight no matter how many backlog items were submitted during the day Non municipal users in particular are assisted with navigation by the MIS displaying the number of outstanding items for each LM DM and province in brackets
32. ist containing several thousand forms could hardly be considered a filter In these cases it is advisable to rather use the Advanced filter which allows you to limit the search to a specific municipality date range etc Many filter and search actions in the MIS produce a list in Results pane These lists could contain forms projects people companies etc The better the filter the fewer rows will be returned If more than a hundred rows are returned the MIS will split the list into separate pages You could then display the pages by clicking the page number at the bottom right corner of the list or choose to refine the search criteria Another useful feature of the lists is that any column can be sorted by clicking the column heading This may be useful if you are after one of a few similar rows For example if there is one submitted project in a list of many you could get it to the top of the list by clicking the column heading of the status icons once or at most twice Alternate clicks toggle the sort order between ascending and descending Please refer to Annexure A for the meaning of the status icons To best way of recommending forms depends on whether you have one or many forms to attend to If you only have one e mail notification that you have not attended to the easiest way is to click the hyperlink click here to recommend the form or to refer it back for revision contained in the e mail This will take you to
33. itted by an evaluator of the Senior Manager MIG The form has been recommended by the Senior Manager MIG m L The form was recommended by the Senior Manager and has subsequently been submitted by an evaluator of the Senior Manager Finances y The form has been recommended by the Senior Manager Finances The project is now registered Version 17 October 2006 10 54 35 MIG MIS User Manual The form was referred back for revision The project has been suspended The project has been withdrawn The item has been captured and saved but not Submitted into the workflow The item has been submitted The Item has been verified The item has been referred back for revision The item has been captured and saved but not Submitted into the workflow The item has been submitted The Item has been confirmed An amendment has been requested Version 17 October 2006 10 54 36 Annexure B Backlog Community Lighting Lighting High mast Community Lighting Lighting Street lights Health Services Clinics Multi Purpose Centre Facility Community Halls Recreational Facilities Sport Facilities Admin Facilities Multi Purpose Centre Parks and Open Spaces Child Care Facilities Nurseries Beaches and Amusement Facilities Cemeteries MIG MIS User Manual Version 17 October 2006 10 54 Backlog Definitions Definitions Community Services A backlog is represented by dense settlements
34. ject Version 17 October 2006 10 54 What s new in Version 2 Work list List navigator MIG MIS User Manual Workflow The most visible of the workflow enhancements in Version 2 0 is the work list and e mail notifications which are bound to fundamentally change the way that many users interact with the MIS especially those responsible for recommending forms The new Work List is automatically displayed as the first page after you have logged in It lists all the forms MIG 1 to 10 that require your attention SVMS Microsoft Interner Exponen File Edit View Favorites Tools Help Google i G Search PageFiank Eh Popups okay AutoF fea Options 8 w Qx NE Asah Faites 8 3 H D i A Links Ye SHORTCUTS CSIR PROJECT SERVERS J PERSONAL Address E http localhost mig default aspx Go Curren tly logged in as Mr Capricorn PMU Manager Cap pmu Library Fund Administration Project Lifecycle Backlog Work List Help Work List The following is a list of workflow items that require your attention Click on any item to attend to it You could then use the Next or Previous buttons on the Action Bar to navigate through all the items without returning to the Work List Select a Work List Item _ Formtype FormiD Projet NatonalRet Company LastUpdated ei MIG1 14808 Example project 1 11 Jul 2006 ii Mic1 14827 Example project 2 11 Jul 2006 ey MIG1 14843 Example project 3 11 Jul 2006 bd Mic
35. kload can further be divided by informal arrangement In the example below the two evaluators responsible for the same district may split the workload informally by municipality Person Agency Role Delegate to Until Alternate 1 Capricorn PMU Manager Clear Capricorn DM PMU Manager O Alternate 2 E4 Alternate 3 x Alternate 4 Ea Evaluators Responsible Person P Evaluator 1 Polokwane PMU Manager i CJE capricorn DM C E Mopani DM o V E vhembe DM E Waterberg DM Evaluator 2 x Evaluator 3 4 Reporting The reporting application will in future provide e An alternative entry point to the reports contained in the funding administration and project lifecycle applications e Additional reports to be developed for specific purposes that may be of value to the wider user community e A query builder that will allow users to develop ad hoc reports without resorting to sophisticated report writers System Administration The system administration application is used by designated system administrators to e Configure organisation role region time cycle hierarchies and status Type 1 2 or 3 of municipalities e Maintain company consultant and contractor contact details bank account details Hierarchical to accommodate branch offices of the same company e Validate the registration of new users e Manage user login password and permission settings Version 17 October 2006 10 54 34
36. klog information Statistics SA sector departments and municipalities The application allows each of the three custodians to capture and sign off their own backlog baseline s The MIS then calculates the remaining backlog after deduction of services that have been delivered since the baseline was frozen To capture the baseline backlogs for a municipality 1 If you are not already in the Backlog Reporting application click Backlog on the Application Menu 2 Select one of eleven infrastructure types in the Content tree to capture backlogs for that type of infrastructure Note Sector users only see the infrastructure types applicable to their sector 3 Select the baseline year from the Filters pane For consistency with the rest of the MIS the baseline year is taken as the last year of a financial year pair for example 2005 2006 represents the 2006 baseline The appearance of the next Quantum of backlogs screen will depend on your role If you are registered as a sector user you will be able to capture backlogs for all municipalities but you need to navigate to a specific municipality by expanding the relevant province DM and LM by clicking the appropriate plus sign If you are registered as a municipal user this will not be necessary because you can only see your own municipality If your role permits you to capture backlog information one of the columns STATS SA Sector or Municipality will have a different co
37. le to edit anything on the form unless it is referred back for revision and neither the Project Manager nor the PMU Manager can attend to the revision Finding an existing form depends very much on your current context To find the form that you just submitted you could simply click on My forms in the Filters pane This will present you with a list of all the forms that you have captured with the most recent at the top In the more general case you may have to click Project lifecycle on the Application Menu_and Project registration MIG1 on the Content tree Thereafter you could take one of the following approaches to select an appropriate filter 1 If you are a data capturer and you are looking for one of your own forms the simplest is probably to click My forms Depending on how many forms you have captured the MIS may have to split the list over several pages see working with lists below 2 If you are looking for forms in a particular workflow status for example those that have been referred back it may be easier to click Referred back under the Status folder but remember that this will return all MIG MIS User Manual Version 17 October 2006 10 54 16 Working with lists Results r 1324 g34 936 4133 437 Lili iv MIG MIS User Manual forms in this status within your agency not only your own 3 Provincial and national users need to be particularly careful in selecting a filter such as Registered because a l
38. lour to indicate that it is editable Note also that there are two calculated variance columns one indicating the difference between the backlogs Version 17 October 2006 10 54 27 Confirming backlogs MIG MIS User Manual maintained by STATS SA and the Municipality and the other indicating the difference between the Municipality and the Sector Backlog Submit Quantum of backlogs National C National Province I C Gauteng C Sedibeng DM Municipality C EmfuleniL Output Stats SA Variance Municipality C Bulk Services Oxidation ponds Number of new 0 0 0 Bulk Services Treatment works Number of new 0 2 2 C Bulk Services Treatment works Number to be rehabilitated 0 0 0 _ Bulk Services Oxidation ponds Number to be rehabilitated 0 0 0 C Bulk Services Pump stations Number 0 0 0 C Connector Services Main outflow lines Km 0 0 0 C Connector Services Pump stations Number 0 0 0 Reticulation Toilets Number of households of 16 767 233 17 000 V Reticulation Toilets Number of buckets eradicated fy 1 966 34 2 000 4 Capture the backlog for each of the outputs and save them for later use or submit them into the workflow by clicking the Save or Submit buttons on the Action Bar Note that Save and Submit only affect lines that have been selected by clicking the corresponding check box It is possible to select all the outputs for a LM DM or even province but th
39. lter and will still be able to add comments recommend or refer the form back When the evaluator has reviewed and submitted the form the person with primary responsibility receives an e mail that the form has been reviewed and the form will appear in his her Work List The workflow status icon will contain an E in the upper left hand corner to indicate that the form was submitted by an evaluator for example E The person with primary responsibility or the person acting on his her behalf may then examine the comments concerns added by the evaluator and decide to recommend the form or refer it back for revision Appointing an evaluator is done in exactly the same way as nominating alternates on the Responsibilities tab Once you have selected an evaluator a number of Responsible for checkboxes will appear to allow you to make the Version 17 October 2006 10 54 33 Application Overview Application Overview MIG MIS User Manual evaluator responsible for one or more areas one level below your own in the MIS permission hierarchy In the example below a Provincial Manager sees all the districts in the province Likewise the Senior Manager MIG will see all provinces Up to ten evaluators can be appointed If more than one evaluator is made responsible for the same area they will all receive e mail notifications and be allowed to attend to the same form This is nevertheless allowed because it provides a mechanism through which the wor
40. mat of your choice for example as an Excel Spreadsheet XLS Version 17 October 2006 10 54 20 REFERENCE Visibility Permitted Actions MIG MIS User Manual Access Control and Permissions Except for the home page and the Library users require a user name and password 6 digit mixed case and mixed alphanumeric to gain access to functionality Once logged in the framework limits access to functionality through what is exposed to a user and what actions the user is permitted to perform on what is exposed The framework manipulates the visibility of applications and nodes of the content directory on the basis of the role s that have been assigned to them by their system administrator s The visibility of individual records are determined by the position of the user s organisation in the organisation hierarchy in a way that records are visible within the record owner s organisation as well as any organisation lower down in the organisation hierarchy This is done by way of adjusting the root of the organisation dimension in the filtering mechanism This model can accommodate several hierarchies but each additional hierarchy increases the maintenance overhead Examples of hierarchies could include e Government entities such as national government provincial government metropolitan district and local municipalities e Programme entities such as NMMU PMMU and PMU Note There are exceptions such as gazetted allocat
41. n which in turn determines your permissions Logging in To log in enter your User name and Password and click Submit or press Enter Acceptable passwords are at least 6 digits long and contain a mixture of upper case lower case and numbers e g pR311x Always bear in mind that your password is the equivalent of a signature on a MIG form Do not therefore share your password with anybody If you require others to do work on your behalf rather request your system administrator to them with alternate logins otherwise the transactions performed by them will reflect against your name in the audit trail Screen layout The screen layout can be divided into areas for static content navigation and dynamic content presentation The identity of the MIS is established by means of a strip like image at the top of the screen This area also contains non application specific hyperlinks to Home Login Logout Contact Us and identifies the current user Version 17 October 2006 10 54 4 Legalities EN Application menu 4 Content tree 6 Filters 6 Action bar F Results 8 Tabs MIG MIS User Manual AMIGMIS Microsoft interner Explorer File Edit View Favorites Tools Help Google G Search PageRank Fh Popups okay Autor Ea Options F kd sa amp GD Asah Fates 8 3 H BD 6 A Links YJ SHORTCUTS CSIR iQ PROJECT SERVERS f PERSONAL Address amp EEE ET EE Go Library Fund Adminis
42. nce and perhaps revised once or twice by the dplg Senior Manager Finance Throughout the application funds allocated to funding municipalities Devolution option 1 and 2 reflect against the name of the municipality while funds allocated to a District Version 17 October 2006 10 54 22 Payment schedules Transfers Expenditure Application Overview MIG MIS User Manual Municipality reflect under DM Own projects Funds allocated to non funding municipalities Devolution option 3 are also reflected against the name of the municipality but in the same grouping as the DM indicating that the funds are actually managed by the DM The payment schedule specifies the monthly amount to be transferred from dplg to funding municipalities There are separate schedules for infrastructure funding and management fees Please refer to the Tutorial for an example of capturing and submitting a payment schedule for a municipality In the case of infrastructure funding the schedule is calculated as the sum of committed and uncommitted funding The committed funding is obtained from the cash flow projections of registered projects There are two ways of updating cash flows and both of these reside in the Project Life Cycle application 1 Capturing and recommending MIG 4 5 6 and 8 forms 2 The cash flow Tab in Project overview This is where dplg records the BAS Reference and Action Date for transfers actually made Unless an intervention i
43. nd in house training services and a fire safety section responsible for Number law enforcement and structural fire safety as well as legislation on dangerous and hazardous goods 2 Remote or rural areas without an all terrain water tanker Fire Fighting Facilities MIG MIS User Manual Version 17 October 2006 10 54 4 and or veldt fire units available to respond on short notice stationed at central points as rapid response holds the key to all operational activity where life and property are at stake Such a service should be well equipped with means of communication suitable for the area and manned 24 hours by at least one preferably two persons to coordinate activities Backlog in disaster management facilities is represented by the following 1 Lack of a Disaster Management Centre in any three spheres of government as required by section 29 and 43 of the Disaster Management Act Act 57 of 2002 DMC that lacks the following services Risk reduction activities Disaster Incident event and disaster response activities Management Operational incident management area Facilities Tactical disaster management area Organizational disaster management area Media room Disaster relief activities Electronic equipment rooms Physical security Business continuity measures in place Definitions Public transport Backlog Units The following represents a bus shelter backlog o No shelter type structures erected and maintaine
44. nded even required that you nominate at least one alternate user to act on your behalf when you are unable to do so yourself Note Nominating alternates is not the same as delegating your responsibility to them A person that has been nominated is not notified by e mail To delegate responsibility you have to click one of the Delegate to checkboxes optionally fill in an Until date and click Submit on the Action Bar If you do supply a date for example the last day of your leave the delegation will automatically expire at midnight on that date and you will start receiving workflow notifications from your first day back in the office If you do not supply a date the delegation will remain active until you retract it by again clicking the Delegate to checkbox and clicking Submit Version 17 October 2006 10 54 32 Escalation Evaluators Appointing evaluators MIG MIS User Manual Alternates RH E E kare dere ad be ihe MAIC E S E T EE E E S EE rs cael N ahr on ser ir coo A E E airs carve wareetela oars Please cejine up to jour other MIS users that could attenc to workflow items in your absence Depenaing on your profite you tamaraa koe he peranan ta Athornanta 1 itthow nee E aitondbon Se RN TT Enr eino Peles j1utomaticatiy be escalated to Alternate 1 if they are not attended to in 5 working days Person Agency Role Delegate to Until Alternate 1 Lp Provincial MIG Mana Clear Limpopo Provincial MIG Manage 14 JUL 200
45. nsibilities tab Once you have selected an evaluator a number of Responsible for checkboxes will appear to allow you to make the evaluator responsible for one or more areas one level below your own in the MIS permission hierarchy In the example below a Provincial Manager sees all the districts in the province Likewise the Senior Manager MIG will see all provinces Up to ten evaluators can be appointed If more Version 17 October 2006 10 54 12 MIG MIS User Manual than one evaluator is made responsible for the same area they will all receive e mail notifications and be allowed to attend to the same form This is nevertheless allowed because it provides a mechanism through which the workload can further be divided by informal arrangement In the example below the two evaluators responsible for the Same district may split the workload informally by municipality Version 17 October 2006 10 54 13 Tutorial MIG MIS User Manual Working with forms The Project lifecycle application is based almost entirely on the familiar MIG 1 4 5 6 8 9 10 forms Although the forms differ in content and purpose the tutorial only deals with the Project registration form MIG 1 Since the MIS deals with all forms in a consistent manner the other forms should not present any difficulty For the MIS to be different things to different people and encourage a sound business process it limits functionality according to the role of the person
46. nsibility for the form is not notified at this Stage and the form does not appear in his her Work List Note The primary user can still access the form through the Awaiting my evaluators filter and will still be able to add comments recommend or refer the form back When the evaluator has reviewed and submitted the form the person with primary responsibility receives an e mail that the form has been reviewed and the form will appear in his her Work List The workflow status icon will contain an E in the upper left hand corner to indicate that the form was submitted by an evaluator for example 5 gt The person with primary responsibility or the person acting on his her behalf may then examine the comments concerns added by the evaluator and decide to recommend the form or refer it back for revision Person Agency Role Delegate to Until Alternate 1 Capricorn PMU Manager Capricorn DM PMU Manager F Alternate 2 Alternate 3 E4 Alternate 4 sf Clear Evaluators Evaluators can assist you to evaluate and comment on forms before they are submitted to you Please define up to ten evaluators and assign them to one or more areas of responsibility Responsible Person pa for Evaluator 1 Polokwane PMU Manager x Clear capricorn DM we og Mopani DM vhembe om JE Waterberg DM Evaluator 2 Evaluator 3 Appointing an evaluator is done in exactly the same way as nominating alternates on the Respo
47. on 2 of MIG 1 matches the user logged in This filter only applies to users with primary responsibility for workflow actions such as Municipal Manager and Provincial Manager MIG It selects all the forms that are awaiting the attention of users appointed by them to evaluate forms on their behalf The Advanced filter should be used when you need to combine more than one parameter refine a search for forms or projects Some criteria such as the Reference Number contain a drop down menu to further specify the parameter You could for example choose to filter on a National Provincial or Municipal Reference Number Click Find to select all the forms or projects that match the criteria that you have specified The results are displayed underneath the search criteria without altering the criteria to allow you to refine the search by changing the criteria and clicking Find again Version 17 October 2006 10 54 26 Application Overview Capturing backlogs MIG MIS User Manual Search Criteria Reference Number Contains Form ID equals Project Name Contains iv Implementing Caa g L Agency Project Type equals g Project Category 6d and Project Status equals v bal Workflow Status equals Date between 33 and 33 Backlogs The backlog reporting application provides a mechanism for improving the quality of scarce backlog information through a periodic review process involving all three custodians of bac
48. our attention without ever using the Application menu Content tree or Filter We will now describe how some users particularly those that use the MIS infrequently will be able to do all of the above without even using the Work List This is made possible by a hyperlink contained in the enhanced e mail notification sent by the MIS to alert you that a workflow item is awaiting your attention If you click this hyperlink it will take you to the login page of the MIS Once you have logged in the next page you will see is the form that you need to attend to opened and awaiting your input Dear Mr Provincial Coordinator This message is system generated Please do not reply to it because the mailbox is not attended to If you have problems please call 012 334 4860 or 082 578 5659 or send an e mail to mig dplg gov za The form awaiting your attention belongs to project Example project Municipality Polokwane LM The form was submitted by Mr Capricorn PMU Manager Acting on behalf of Municipal Manager Position PMU Manager Telephone 015 5555555 Fax 015 5555556 Cell 0825555555 E mail example agency gov za If you prefer to attend to this now click here to The workflow process followed by a form differs from one form to another and whether users with primary responsibility to attend to forms such as the Municipal Manager Provincial Manager or Senior Manager MIG appointed evaluators to assist them and whether they deleg
49. rm ID National Ref Project Name REGISTRATION HEADER Save Initial Project Information Municipality i Project Name Project Type Undetermined National reference SMIF Project Automatic Manual Last Modified Provincial reference Date received 33 Municipal reference MIS Form Reference j REGISTRATION HEADER save Cancet Before you start entering data note that borders and background colours are used for a specific purpose e All fields with a border and white background such as Project name and Provincial reference will accept free form typing e Fields with a border but coloured background such as Municipality and Date received can only be completed by clicking the icons to the right of them x ay e Fields without a border such as National reference are calculated by the MIS Many tables behave similar to a spreadsheet in which you select the first cell enter data and move to the next cell by clicking it or pressing the Tab key on your keyboard Shift Tab will take you to the previous cell Depending on the nature of the validations that must be done by the MIS some tables use popup windows to capture the data for an entire row The clue to which tables behave in this way apart from visual styling clues is that the whole row is selected when you click any cell in the row as illustrated below If this happens double click the row to open the popup window Once in the popup window you can
50. rning to the Work List Select a Work List Item TT Form Type National Ret Company Last Updated ei MIG1 14808 Example project 1 11 Jul 2006 ei Mic1 14827 Example project 2 11 Jul 2006 ei MIG1 14843 Example project 3 11 Jul 2006 bi Mic1 14344 Example project 4 11 Jul 2006 ei MIG1 14858 Example project 5 11 Jul 2006 Legalities About the MIS Screen Resolution Version 2 00 8 June 2006 Local intranet If you click on the hyperlink in the Project column of the list it will open the form just like any other list in the MIS would have done see Working with lists Once the form is open you will notice two new buttons on the Action Bar Clicking the Next gt or lt Previous buttons will open the next or previous form in your Work List The buttons become inactive when you reach the first or last form in the list These two buttons the list navigator allow you to attend to all the forms requiring your attention Version 17 October 2006 10 54 29 E mail notification MIG 1 MIG MIS User Manual without returning to the Work List If you do return to the Work List after attending to all the forms it will be empty indicating that there is nothing that requires your attention Should you want to return to the Work List from anywhere in the MIS you can do so by clicking Work List on the Application Menu In the above we have described how the Work List enables you to attend to all forms that require y
51. roads and internal distributor roads Parking areas Public toilets Security fencing and security gate Storage space for equipment Water for ablution facilities Ablution facilities for workers An administration block Shelter Crematoriums No definition available yet Number Service levels 1 and 2 represent the backlog Lack of fencing Mesh fencing not desirable due to a constant removal thereof by local communities Wall fencing Palisade fencing Local Amenities No definition available yet Number Municipal Abattoirs No definition available yet Number The lack of the following services represents a backlog Libraries o Library building Number o Ablution facilities Solid Waste Disposal Site No definition available yet Bulk Services Solid waste No definition available yet Number removal site Bulk Services Refuse No definition available yet Number transfer stations The lack of the following services represents a backlog o Accomodation facilities o Crematoriums o Burial facilities o Dipping tanks O O O O O O O 0 0 Fencing Facilities for Animals Number Definitions Electrification Service levels 1 to 3 as energy source for lighting represent the backlog 1 Other 2 Candles 3 Paraffin Households 4 Gas 5 Solar 6 Electrified Households Non Grid Households located in remote or rural areas and Households Households Grid Connection MIG MIS User Manual Vers
52. rom an existing natural or man made reservoirs but needs to be rehabilitated Bulk Services Boreholes Number A backlog is defined as 1 Households receiving water pumped from wells rivers streams and reservoirs to the water treatment plants Bulk Services but it is not treated according to the accepted Water treatment standards chemical and biological laboratory analysis Number plants not done no adjustment of chemicals such as chlorine etc and it is distributed to the customers Households receiving water from wells rivers streams and reservoirs but have no water treatment plants A backlog is defined as 1 Households located in areas not far from the wells rivers streams and reservoirs but do not have pump stations to draw water from the source to the water l treatment plants to be treated and distributed to the Pump stations Mampet Households located in areas not far from the wells rivers streams and reservoirs but have pump stations which are not functional to draw water from the source to the water treatment plants to be treated and distributed to the customers Bulk Services A backlog is defined as Raw water 1 Households without any form of raw water untreated ie MIG MIS User Manual Version 17 October 2006 10 54 8 storage dam water storage dams where water can be stored for further treatment and consumption by all 2 Households with raw water storage dams but needs to be rehabili
53. s 6500000 Apr 2005 Allocated Funds 0 Unallocated Funds l C Blouberg LM 0 j Aganang LM 0 l C Molemole LM l E Lepele Nkumpi LM 0 Version 17 October 2006 10 54 18 Capture schedules Save schedules j r Blouberg LM j Aganang LM Molemole Li E Lepele Nkumpi Lhd i C a Versions of the schedule MIG MIS User Manual 4 For every month of the year enter an amount into the Unallocated field so that the sum of the Unallocated and Allocated amounts equal the desired schedule for the month Remember that the Allocated field is calculated from the sum of all project cash flows for the month in question see Reference In the example above there are no registered projects reflecting a cash flow for Apr 2005 so the schedule consists entirely of unallocated funds Note that the rightmost column Variance decreases as you complete each month and that it should become zero after completing the last month because the total of the 12 payment schedules must equal the allocation 5 Once you have completed a municipality or earlier if you wish it is advisable to click Save on the Action Bar to save your work The Save action saves everything that you might have changed for later use It does not submit the Schedule s into the workflow process 6 Once you have completed all the municipalities that you are responsible for and you are satisfied with the correctness of the information you are ready to submit the Schedule s in
54. s required the amount transferred will be the exact amount provided for in the payment schedule This is where the actual expenditure incurred by a LM or DM is declared Once again there are separate processes for declaring infrastructure and management fee related spending In the case of infrastructure spending the expenses are actually captured in the Project Life Cycle application while capturing the Payment requested section of MIG 6 8 and 10 forms In these sections the payment requested is built up from tax invoices submitted by consultants contractors and suppliers after retention has been dealt with All that is added in the expenditure module is to declare that the invoices have actually been paid and this is done by recording the payment stub number obtained from the municipality s financial system against each invoice Project Life Cycle The project life cycle application provides a variety of participants in the life cycle of a MIG funded infrastructure project with the means to manage the project from Submission of the business plan through the design tender and construction phase to physical completion The registration process ensures that MIG funds cannot be spent outside the framework of a municipality s approved IDP A forms driven approach is used through which the project registration form forms the baseline against which suppliers Version 17 October 2006 10 54 23 Section headings Comments Conc
55. s if you found the form through one of the other means described in the Tutorial The Cash flow Tab allows you to update the cash flow for the selected project without submitting MIG 4 5 6 or 8 forms Version 17 October 2006 10 54 25 Claims Tab Captured My projects Awaiting my evaluators Advanced MIG MIS User Manual Note You can only update current and future monthly cycles The Claims Tab provides a history of all previous payments Summarised by funding source and by company It also keeps track of retention held by company As long as there is a positive balance by funding source and by company there is sufficient funding available to process the claim Filters are useful for retrieving the specific forms or projects that a specific user may have an interest in such as My forms My projects and Awaiting registration Some of these are self explanatory and are not dealt with here Filters also enhance performance by limiting the volume of information retrieved from the MIS database The Captured filter selects all the forms captured and saved by anyone in the agencies that you have permission to view For example if you are registered as a provincial user you will see all the forms captured by the districts and municipalities in your province The My projects filter assists project managers to select all the projects that they are responsible for that is all projects where the Contact Person in Secti
56. tated Connector A backlog is represented by the following Services Supply 1 Lack of supply lines lines 2 Existing supply lines needs to be rehabilitated A backlog is defined as 1 Lack of connection to the pump stations to draw water Connector from the source to the water treatment plants to be Services Pump treated and distributed to the customers Number SALONG Existing connection to the pump stations needs rehabilitation A backlog is defined Connector 1 Lack of connection either natural or man made Services reservoirs Number Reservoirs 2 Existing connections either natural or man made reservoirs needs rehabilitation Service levels 1 and 2 represent the backlog No reticulation Public standpipes below RDP standard i e more than 200 meters from the dwelling Public standpipes within 200 meters of the dwelling which is taken to the RDP standard Yard tanks a storage tank with approximately 200 Reticulation litres of water in the yard adjacent to the dwelling Stand pipes which is filled via water reticulation every day Yard taps a metered water supply delivered to a single tap in the yard adjacent to the dwelling and House connections a metered water supply which is piped into the house typically with several taps A water supply backlog is defined as below basic service level which is inclusive of no reticulation and standpipes more than 200 meters from the dwelling
57. that is logged in see Registration as well as the step within the applicable workflow process If you are therefore unable to perform the actions described in the next paragraphs it could be for one of the following reasons e The role that you have been assigned does not allow the action For example the Senior Manager MIG is not allowed to capture a new MIG 1 form Please refer to Annexure A to find out what role is required for every action e The action is not permitted at the current workflow step A form cannot for example be recommended before it has been submitted To capture a new form proceed as follows 1 If you are not already in the Project Life Cycle application click Project lifecycle on the Application Menu 2 Click Project registration MIG1 on the Content tree 3 Click Capture on the Action Bar A blank form will appear in the Results pane All forms are split into sections that are displayed in an outline view containing only the headings until you expand a particular section by clicking the hyperlink The only exception to this rule occurs when you capture a new form The first section is then automatically expanded because most of the later sections depend on the first Version 17 October 2006 10 54 14 Data entry Data entry in tables Adding rows to a table MIG MIS User Manual Municipal Project Registration Form MIG1 mMm a Infrastructure Grant Version 01 12 2005 11 34 Fo
58. the login page of the MIS and then open the form in question 1 If you are satisfied with the contents of the form and want to recommend it click Recommend on the Action Bar The next person in the workflow process will receive an e mail notification that a form is awaiting his her attention If previous workflow participants added Comments Concerns to one or more sections you will be able to view these by clicking on the corresponding traffic light icons You may also add Comments Concerns of your own by clicking one of the two Add Comment buttons at the top or bottom of an opened section 2 If you are not satisfied with the contents click Refer back on the Action Bar Everybody that recommended the form up to this point in the workflow process will be notified by e mail that you have referred the form back and the Project Manager will be requested to revise the Version 17 October 2006 10 54 17 MIG MIS User Manual form If the Project Manager is not a registered user of the MIS the PMU Manager first municipal and then district will be requested to attend to the form 3 If you have more than one e mail notification that you have not attended to the easiest way to attend to the form in question is the click the Work list hyperlink in any e mail to log in and open your work list Click the hyperlink of the first form or any other form if you wish to open the form and recommend or refer the form back as descr
59. to Until erson Alternate 1 Lp Provincial MIG Mana Limpopo Provincial MIG Manage 14 JUL 2006 34 Alternate 2 Alternate 3 A Alternate 4 Escalation is the process through which the MIS provides alternate users with the necessary permission to attend to a workflow item that has not been attended to within 5 working days For example if you are responsible for recommending a form and neglect to do so in 5 working days the MIS will request your first alternate by e mail to recommend the form If this person also neglects to attend to the matter the MIS will request the second alternate to stand in etc Version 17 October 2006 10 54 11 Evaluators Appointing evaluators MIG MIS User Manual Note The fact that the MIS has temporarily provided an alternate person with permission to attend to the form does not mean that your permission has been taken away You can still attend to the form even after you receive the copy of the e mail requesting the alternate to attend to the form Users with primary responsibility for workflow actions such as the Municipal Manager and Provincial Manager MIG are allowed to appoint evaluators to assist them with the task of reviewing the contents of a form for example checking that unit costs do not exceed guideline costs If an evaluator is appointed an e mail notification is sent to the evaluator and the form appears in the evaluator s work list The user with primary respo
60. to the workflow process This is achieved by selecting the municipalities that you want to submit by clicking the relevant check boxes and then clicking Submit selected on the Action Bar Note that the status icon appears to indicate that the schedule was successfully submitted Once it has also been recommended by the Senior Manager MIG the icon will change to 7 Itis extremely important to note that what was captured above represent a version snapshot of the payment schedule for the monthly cycle that it was captured in When you open the same page in the next monthly cycle you may notice some differences The scheduled amount for the previous month will have been replaced by the amount actually transferred but this will not normally be obvious because the transfers rarely differ from the schedule It is more likely that committed portion of the schedule would have changed if project cash flows were updated between when you submitted the schedule and the end of the monthly cycle The MIS will reflect such changes by adjusting the uncommitted portion You will not be able to update the schedule for previous months Generating reports To obtain a project list proceed as follows Version 17 October 2006 10 54 19 MIG MIS User Manual If you are not already in the Project lifecycle application click Project lifecycle on the Application Menu Click Reports on the Content tree and then click Project List In the Adv
61. tration Project Lifecycle Work List Help Currently logged in as Dr Louis Waldeck Iwaldeck Form 7 E g Consultants OEP Contractors is Municipal A A E RFP Design AEREA A Project Re ation Form MIG1 oo RFP Construction Grant E Physical completion Version 01 12 2005 11 34 RFP Retention X eE Form ID 1508 Site visits National Ref R NW 0215 05 06 4 Project Overview Project Name Construction of Roads amp Stormwater in Taun E lt Reports J nf Project List Registration Header Updated 7 Jul 2005 Section 1 Executive Summary Updated 7 Jul 2005 Section 2 Implementing Agent Updated 7 Jul 2005 Filter a SECTION ENSE SECTION 3 PROJECT DETAILS 4 Advanced A EE Forms 3 1 ENSE Duration 4 My forms 5 Start Date C 2005 End Date R 20 Duration weeks 96 My projects e used to generate the cashflow period and includes the retention period where the guarantee Awaiting my attention art Date Date on which design commenced Awaiting my evaluators 4 y Status 3 2 Project Category Captured New sm Fp Nodal Municipality Urban 7 Labour EPWP Project 2 Awaiting registration Project Category Infrastructure R Rehab project ISRDP URP Project Rural intensive Type i Referred back Lg Di se oasis New Rural g iv Leva itie Ti ati z the MIS Screen Resolution Version 2 00 6 July
62. umber without high mast light A backlog is represented by previously Nace reticulated areas without street lights The lack of the following services represents the backlog o Constructed Health centers includes Maternity Ophthalmic Child guidance Speech therapy physio community nursing services health education accommodation of General Practitioners flexible use of space and adaptability Ablution facilities No definition available yet Number No definition available yet Number The lack of the following services represents the backlog Swimming pools o Combi fields hard court for tennis netball volleyball and basket ball o Combi fields grass for softball hockey cricket athletics rugby and soccer No definition available yet Number The lack of the following services represents a backlog o Multi club house community hall o Multi purpose sports courts all weather Surface tennis volleyball basketball netball standard soccer and rugby fields with an athletic track Ticket office Parking area No definition available yet Number No definition available yet clinics Number Number Number The lack of the following services represents a backlog Number o Access to basic water o Access to sanitation o Access to refuse removal The lack of the following services in a l Number formalized land earmarked for a cemetery Number of represents a backlog Access
63. ution Version 2 00 8 June 2006 A comment symbolized by a green traffic light usually contains additional information or clarification intended to expedite or document workflow actions without requiring a Subsequent user to act on it Comments could also be expressed as a concern amber traffic light or severe concern red traffic light when you believe that the matter is serious enough for subsequent users to note and potentially refer the form back for revision Note Even if you raise a severe concern it will not stop you or any subsequent workflow participant to recommend the form It simply draws attention to an issue The purpose of the Form tab has not changed Clicking the Printer Friendly button still displays a printable version of the entire form but now opens an additional print preview window that allows you to see the page breaks and only print specific pages If the form was opened from your Work List the List navigator allows you to attend to all forms without returning to the Work List Version 17 October 2006 10 54 8 Select agency National Reference Number Implementing agent MIG MIS User Manual The new Comments tab provides a separate view of the comments added to each section of the form Sections with comment can be opened by clicking the traffic light icon or you can click the Printer Friendly button to open a print preview of all the comments The Workflow history tab has changed in the
64. vailable yet Km Local Distributors Paved No definition available yet Km Local Distributors Tarred Access Collectors Gravel No definition available yet Km Backlog is defined as all households with no access to at least gravel road All other collectors and distributors are considered as a higher level of service Households MIG MIS User Manual Version 17 October 2006 10 54 Access Collectors Paved Access Collectors Tarred Low Water Bridges Backlog Bulk Services Treatment works Bulk Services Oxidation ponds Bulk Services Pump stations Connector Services Main outflow lines Connector Services Pump stations Reticulation Toilets Backlog Bulk Services Skips Bins No refuse or rubbish removal by local authority MIG MIS User Manual The following represents a backlog regarding paved roads Existing road without adequate pavement section e g it does not consist of asphaltic concrete or cement concrete base course material and sub base materials if required placed on compacted sub grade No definition available yet Km No definition available yet Number Km Definitions Sanitation Definition Units No definition available yet Number No definition available yet Number No definition available yet Number No definition available yet Km No definition available yet Number IService levels 1 to 3 represent the backlog No sanitation no sanitat
65. vided in MIG 4 5 6 and 8 forms 2 Manipulation of cash flows in the Cash flow Tab of the Project overview module 3 Updating schedules in the Payment Schedules module The implication of the above is that if the monthly cycle is set for the March cycle to end on the 10 of April cash flows updated before midnight on the 10 of April will reflect under the March cycle Once the cycle has closed you will no longer be able to the update cash flow for that month only future months The Library application provides convenient access to the latest MIG forms as well as policy legislation and guideline documents that may be relevant to MIG Fund Administration The fund administration application controls the annual allocation of MIG funding as well as monthly disbursements to municipalities after taking account of previous transfers actual expenditure and projected expenditure for the next monthly cycle In addition the fund administration application provides the means for all three spheres of government to comply with the MIG specific provisions of the Division of Revenue Act DORA The same controls apply to funding allocated to infrastructure projects and management fees The main features of the Fund Administration Application were derived directly from the DORA as explained in the following four paragraphs This is where the gazetted annual allocations for infrastructure and management fee are recorded It is recorded o

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