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MIG User Manual Release 2.04 V19

1. 1 Select an information group from the dropdown list 2 Optionally specify a start and end date to restrict the number of audit trail entries returned 3 Click View on the Action Bar 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 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
2. Gas Solar 6 Electrified UT Households located in remote or rural areas and are far away from the existing electricity Households infrastructure and uses solar home system as Households Non Grid Connection Schools Connection Schools Connection 2 Clinics Grid Connection 3 Paraffin 4 Clinics Non Connection Backlog Street Trading Markets Local Tourism Backlog Fire Facilities Non Grid from the existing electricity infrastructure and 1 Any Fighting energy source for media and communication access Service levels 1 to 3 as energy source for lighting represent the backlog 1 Other Grid 2 Candles Paraffin Gas Solar 6 Electrified lighting Number Schools located in rural areas and are far away Number uses solar system as energy source for lighting media access and a computer for administration Service levels 1 to 3 as energy source for lighting represent the backlog 1 Other Candles Number Gas 5 Solar 6 Electrified Clinics located in rural areas and are far away from the existing electricity infrastructure and uses solar system as energy source for lighting Number media access refrigeration of medicines and a computer for administration Grid Definitions Enterprise Infrastructure Definition Units No definition available yet Number No definition available yet Number No definition available yet Rand Definitions E
3. Street lights reticulated areas without street lights The lack of the following services represents the backlog o Constructed Health centers includes Maternity Ophthalmic Child guidance Number of Health Services Clinics Speech therapy physio community clinics nursing services health education accommodation of General Practitioners flexible use of space and adaptability o Ablution facilities se pose ee No definition available yet Number Community Halls No definition available yet Number The lack of the following services represents the backlog Swimming pools o Combi fields hard court for tennis Number netball volleyball and basket ball o Combi fields grass for softball hockey cricket athletics rugby and soccer Admin Facilities 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 Multi Purpose Centre surface tennis volleyball basketball Number netball standard soccer and rugby fields with an athletic track Ticket office Parking area Parks and Open Spaces No definition available yet Number Child Care Facilities No definition available yet Number Nurseries The lack of the following services represents a backlog o Access to basic water Number o Access to sanitation o Access to refuse removal The lack of the following services in a Cemeteries
4. Version 13 June 2007 17 22 3 Introduction Municipal Infrastructure iti SS Grant Suggestions 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 Development 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 se
5. it will follow the normal workflow process from Municipal Manager to Senior Manager Finances Note The budget maintenance screen will not show the updated budget until the amendment has been registered and no further changes are allowed until the amendment is either registered or deleted This section allows a Project Manager PMU Manager or Municipal Manager to update the Target Dates of a project The baseline for target dates is obtained from MIG 1 Section 7 It is no longer possible to update Target Dates on MIG 4 5 6 or 8 This functionality was released in V2 03 A warning message is now displayed if there is an unregistered MIG 4 in the workflow to alert the user that any changes made will be overwritten when the form is registered These sections allow a Project Manager PMU Manager or Municipal Manager to update the planned Employment Generation obtained from MIG 5 Section 5 and the planned Socio Economic Impact first obtained from MIG 1 Section 5 and then MIG 5 Section 6 These sections allow a Project Manager PMU Manager or Municipal Manager to adjust the actual Employment Generation and Socio Economic Impact once the project has been completed During the implementation phase of the project this information is obtained as before from MIG 8 Sections 4 and 5 The new audit trail functionality allows any user to trace the history of changes made through any of the project maintenance screens To view the audit trail
6. 1 can only assume that this ratio of MIG Funding to Total Funding applies to all component costs Since this may not always be the case you will be requested to provide a motivation whenever the MIS finds a component cost that exceeds the guidelines 6 Specific Indicators 6 1 Basic Residential Infrastructure B Water NB Technical Report to be submitted to DWAl Water Bulk Services Boreholes MIG unit cost 3 768 18 per household Total Component Cost 1 931 606 83 Construction Duration months 3 Number of boreholes planned 11 Level of Service to be provided Basic Capacity of borehole planned l s 23 00 Please note that the unit cost validations will not prevent a form from being recommended by users participating in workflow process It merely alerts the data capturer of the fact allows a motivation or explanation to be entered and alerts al subsequent workflow participants of the irregular unit cost who may accept the explanation or refer the form back for revision The unit cost for sanitation exceeds the national guideline of R3 000 per household 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 compan
7. I communi Ey My Reports Stormevste Bust stop chetern Taxi ranks BE Snlewsleo Fire fighting Facilities Ceiadier mane gama ing 8 Commursty h aiias S s Parks ard open spa Map of Projects Funding 12 March 2007 Childcare facilities Filterng apphed Mere Easckar sna move ses Mal Legalities About the MG Screen Resolution Version 2 23 October 2006 a hi iii If you want to adjust the filter criteria after looking at the Report or Map click the Criteria Tab adjust the criteria and click Map on the Action Bar The Map Navigation bar is used to navigate your way around a map Refresh Click to refresh the map after selecting Base layers Report layers and a Group by Identify To identify features displayed on the map first click this button and then click as close as possible to a feature for example a project on the map A popup window will appear displaying the attributes of all visible layers in the map Select a specific layer from the dropdown box on the popup window if you wish Application Overview MIG MIS User Manual Previous Next These buttons allow you to navigate through all the zoom levels that you used since the map was first displayed Default extent This button resets the zoom extent to the default determined from your login and Aggregate by parameters Full extent This button will zoom out to the full extent of SA Pan This button allows you to pan the map by
8. 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 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 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 When the Provincial Manager MIG recommends the form it is submitted to the Senior Manager MIG When the Senior Manager MIG recommends the form it is submitted to the Senior Manager Finances 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 When a form is referred back for revision by anyone all previous workflow participants are
9. 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 The audit trail functionality allows any user to trace the history of changes made through any of the project maintenance screens To view the audit trail 1 Select an information group from the dropdown list 2 Optionally specify a start and end date to restrict the number of audit trail entries returned 3 Click View on the Action Bar 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 Section 2
10. 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 into 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 month
11. and construction phase to physical completion The registration process ensures that MIG funds cannot be spent outside the framework of a municipality s approved DP A forms driven approach is used through which the project registration form forms the baseline against which suppliers Section headings Comments Concerns 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 button
12. clicking the button then left clicking on the map and moving the mouse pointer while keeping the left mouse button depressed Zoom in To zoom in click this button and then click and drag a rectangle on the map that identifies the area of the map that you want to zoom in to Zoom out To zoom out click this button and then click and drag a rectangle on the map that identifies an area on the map that will be used to calculate the ratio of what you currently see and what you would like to see If you select a small area on the map the ratio will be large and the map will be zoomed out a lot potentially to full extent 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 13 June 2007 17 22 35 Annexure A Workflow status 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
13. formalized land earmarked for a cemetery Number represents a backlog Recreational Facilities Sport Facilities Beaches and Amusement Facilities Access 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 localkm communities Wall fencing O O O O O O O O O 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 o Library building 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 transfer stations Libraries Number No definition available yet Number The lack of the following services represents a backlog Accomodation facilities Crematoriums Burial facilities Facilities for Animals Number Dipping tanks Service levels 1 to 3 as energy source for lighting represent the backlog 1 Other Households Grid A pene 7 Connection Paraffin Households RU
14. 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 The form has been recommended by the Provincial Manager The form was recommended by the Provincial Manager and has subsequently been submitted by an evaluator of the Senior Manager MIG The form has been recommended by the Senior Manager MIG The form was recommended by the Senior Manager and has subsequently been submitted by an evaluator of the Senior Manager Finances af The form has been recommended by the Senior Manager Finances The project is now registered EG The
15. next section by clicking anywhere on the heading and work through the form until you have saved Section 7 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 able 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
16. 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 Google hd Ma meth Pap ER popupe skar rd pors iF ar Oech Grete O G m OB veo Gp SHORTCUTS om O RRS Peo MIPE ij Library Fund Adimintiration Project Ufecycle Backlog Wurk Lat Hep Work List The follvedng I Eat of werk low Iems that require your attendon Click on army Item to attend todt You could then we the Hest ar Pamaus bullens on thee Seton Bar la n gale rough af the lami silbout retursing to ihe Work List Select Work List tem BET OE EE mi Gt 18668 Leamoi proper I ie 051 tana Examole omect z parce p MG 14843 Leprol prowess catia ie GT Nene Enma omeri reis mi 461 1465 Leprol prec 5 iiia 2 Sd Local intrenet 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 List navigator E mail notificat
17. 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 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
18. 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 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 Alternate users Delegation MIG MIS User Manual 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 From the Responsibilities tab of this 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
19. 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 Version 13 June 2007 17 22 23 Application Overview Capturing backlogs allow you to refine the search by changing the criteria and clicking Find again Search Criteria Reference Number El Contains b Form ID equals Project Name Contains iv Implementing Capa g r4 Agency Project Type equals b l Project Category K and And h Project Status equals K Workflow Status equals K Date between 31 and 31 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 backlog information Statis
20. of the map frame Only one Report layer should be selected at a time 6 Optionally expand the Base layers node in the tree view and select one or more base layers A next to the layer checkbox indicates that the layer is scale Version 13 June 2007 17 22 33 Navigation bar dependant and that it contains too much detail to be displayed at the current scale To display such layers zoom in more o E Base layers _ Provinces E Districts Municipalities 1 Substations 7 Click the Refresh button on the Map Navigation Bar to display the map The checkboxes have no effect until the Refresh button is clicked AG Mes MlenosoftdnternetEsplorer Far Edit yew Faeries on Helo Google G Gave E bonrar Orm Ge Popups skar i sting ir Om OB Seen fr en O 8 JIA ris GP SHORTCUTS cam Syrroectsemens rersonu a hitch amp i Fag ruller reset neh i ge Curreriiy begged dri rs Br Line Waldeck healed ki Library Fund Adrmnkreties Fopect L esycle Backlog Work Lint Raparii Help ey Fona parimstratisn Fet Foran p nor cS aaa j a E it 186 it eee Group by etg arneserso 5 i Eun pr eo i Rate Layer JE Gupticates Report levers gn a Projeskz by status Hi Training Ce Flerejects ty typed di C Eepioyment Te HC Work List Sanksticn Eg Ene kegs Riej and related el aay Basne Solid waste removel a E rsabrang d Sivas
21. 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 13 June 2007 17 22 Municipal Project Registration Form MIG1 m i Infrastructure Grant Version 01 12 2005 11 34 Form ID National Ref Project Name REGISTRATION HEADER Save Initial Project Information Municipality Ed Project Name Project Type Undetermined National reference SMIF Project Automatic amp Manual Last Modified Provincial reference Date received Ei Municipal reference MIS Form Reference Fi REGISTRATION HEADER Save Data entry 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 ow by clicking the icons to the right of them a ia T oa e Fields without a border such as National reference are calculat
22. 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 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 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 Application Overview Reports MIG MIS User Manual evaluator responsible for one or more areas one level below your own in the MIS permission
23. you retract it by again clicking the Delegate to checkbox and clicking Submit Version 13 June 2007 17 22 29 Escalation Evaluators Appointing evaluators E ecij nmoaticnalihs ho ocrnlntor na AltFornnto thov nro n nttoncose nin sumrbina rime jlutomaticatly be escatated to Alternate I if they are not attended to in 5 working days Person Agency Role Delegate to Until Alternate 1 Lp Provincial MIG Mana 7 Limpopo Provincial MIG Manage 14 JUL 2006 3 Alternate 2 Alternate 3 EG 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 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
24. Municipal Infrastructure Grant User Manual for the MIG Management Information System Release 2 04 Municipal Lt Infrastructure ine Grant MIG MIS User Manual Version 13 June 2007 17 22 Contents CORTES ssswsannicawncienesnvintenrananseewienensadearensserassesienewewns 2 INUEFOGUCTION sittin 4 HOW to use this document ammes vore ons 4 Getting started u vesvsmmamnsusmvtsdedsben i 5 LEEA S SS EEE EE KEN 5 Registration vere eves erent eatitevenin 5 KN 5 TN 5 What s new in Version 2 04 nnnnnnnnnnnnnnnnnnnnnunnnnn 7 Project Overview nannnasvnnnnrnnnnnsnssnnnnnrnnnnnnssennnnrnnnnnnnr 7 Eee SE vaeseiasaendicidineeteans 9 Working with fFOrPMS cccc cece ceeeeeee eee eeeeeeeeneeeeeeeeeeeananes 9 Capturing a new TOM aisisictivenddrravivhianereetanteerrnvieenes 9 PO a TONI serssrrosesrerisrai NN 11 Recommending a fOrM save msme 12 Fund administration s sesesserererrrrererrerrrrrrererrrrsrrrrrrne 13 Generating TOOTS worsnscrictonrnngarnisereredunriacanecaceteuanuesexs 14 Project WONT EE EE EE 14 Funding FED OUTS EEE EEE Vee teins 15 FEFEREN Emner 16 Access Control and PermMiSSIONS cceeeeeeeeeeeeeeeeeeeees 16 Time Cycles mere 16 IDEY JE EM 17 Fund Administration rever nere see Era 17 Project Life Cyle EE REN 18 E g REE A A OA N 19 Project registration MIG 1 sicisniseisteinrseeinveaai iene 20 Request for Payment MIG 6 8 and 10 21 Project Overvie eW EE cedar csieee
25. 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 Households A backlog is represented by the following 1 Lack of a device that measures the quantity of water Number used Reticulation Water meters A backlog is represented by the following 1 Lack of water pipelines a conduit made from pipes connected end to end for _ long distance fluid transport to transport surface or ground water from Reticulation Pipe port p g lines one area to another area Water pipelines 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
26. 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 Salacte District Municipality Apr 2005 z Total for Capricorn DM 6500000 Municipality Apr 2005 E E Capricorn DM 6500000 Municipality Apr 2005 zi E Capricorn DM own projects 6500000 Apr 2005 Allocated Funds 0 Unallocated Funds l C Blouberg LM 0 aj Aganang LM 0 a Molemole LM l a Lepele Nkumpi LM 0 Version 13 June 2007 17 22 Capture schedules Save schedules fr Blouberg Lh Aganang LM Molemole Li E Lepele Nkumpi Li Versions of the schedule 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
27. ash 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 is 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
28. ated F Jul ME Filter ECTION 32 PROJECT DEANS i Advanced Ey forms 4 1 Estimated Duration ey fore E Start Date End Date Duration weeks 75 my projects Kote Tals period vill he ate the cashflow mer ul I i tention period where f gun Amping oy al berien P mieg ey evaiuators Sy Matus 3 2 Project Category Bye EE nep SMF Modal Municipality gran y Lak ERWE Project E seating registration Project Category Infrastructure at iv tohab projecit ORDP URP Project Rural ntensiva Type a Referred back zic Retidenti df Referred Ear atic Retidential Wew Rural ironies iD a Legalities About the MES Screen Resolution Version 21 00 amp Jut 2006 i Done trienet 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 form
29. atistentiesnuiserericin 21 FIG se EEE E T 23 BACO mer EEEE 24 Establishing the baseline rranavvnnnrrnnnnnrssssnnnrrnnnnn 24 Remaining Dacko EE E 25 Workflow and Communication rnaaaannnnnrnnsnnnssnnnnnn 26 Le EE SEE 26 WOrk GEER rsd corse yeti sarra 26 VIOFKTIOW PROCESS ssi ticrcrecesindsetersomnacaeamerackteemnen ete 27 ME POE re 29 Reporting Mapping and Graphing ccceeeeeeeeeeeeeeeees 31 Fe eg NE DE ER EN 32 LS EE E E EE NE NE 33 System SAM STANTON grr ae 35 Annexure A Workflow status nnnnnnnnnnnnnnnnnnnnnnnn 36 MIG MIS User Manual Fund AOMINS TALON verserer eres dbeavasvenssesi 37 EEE E ES A E enim 37 Annexure B Backlog Definitions ssssssssseeeseeeees 2 Definitions Community ServiCeS ccceeeeeeeeeeeeeeeeeeeees 2 Definitions El CtrifiCation ccc ccc eee e cece cece eeeeeeneeeneeeuees 3 Definitions Enterprise Infrastructure ssssserereerererrerere 4 Definitions Emergency Services s sessrerrerererrrrererrere 4 Definitions Public transport 0 e cece eee eeeeeeeeeeeeees 5 Definitions Roads and Related Stormwater 0008 6 Definitions Sanitation s ssesssssssrrrrrenrrirerrrrrrrrrrrrrrrras 7 Definitions Solid Waste Removal cccceeeeeeeeeeeeeueeeees 8 Definitions Storm Water anaruuununnnnnnnnnnnnnnannnannnennnnnnene 8 Definitions Water civicaciesncesaciea vrs ddcnnsenveusdeeastvandeeressieacis 8
30. available yet Km Gravel Local Distributors Paved No definition available yet Km ora PETE No definition available yet Km Tarred 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 Access Collectors Gravel Households 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 Access Collectors Ip definition available yet Km Tarred Low Water Bridges No definition available yet Number Access Collectors Paved Km Definitions Sanitation Backlog Denton Jus A backlog is represented by the following 1 Lack of processes of removing contaminants from sewage It includes physical chemical and biological processes to remove physical chemical and biological contaminants ItsINumber objective is to produce a waste stream or treated effluent and a solid waste or sludge also suitable for discharge or reuse back into the environment Bulk Services Treatment works A backlog is represented by the following 1 Lack of Oxidation ponds other methods used during the secondary treatment that is designed to substantially degrade thelNumber ponds biological content of the sewage such as are derived f
31. ction 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 ad 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 organisation 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 performe
32. 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 provided 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 Library 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 t
33. d 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 13 June 2007 17 22 Legalities 3 Application menu 4 Content tree 5 Filters 6 Action bar F Results 8 Tabs pm _ eee i ee ee eee 2 fie Eit yew Amma Toch Help G ogle ba a Search Ppi EN Poppe sui f d Otera r Tug i nm Oui 3 G Der rine 4 d mA Lins GY S0 GOR ROC RRS Pma Currenthy logged in ai Dr Louh Walder k balder kj iB ites nig pg peer na fatal I L rrary jj Puree A chstrdatradacen Project Lifes pilk I Verk Lit Heip Froi ct L l ryve E j j ET Pini Feny E Consunants Contractors cy 2 Br iberigni Project Reg ation Form MIGT Munic p l Infrastructure TL RFE borer klore Grant T Psia Version 01122005 11 34 it AYP Retention an Ere Form IB 1508 Ewes F Project Overview National Ref ARAZI SS P Eg B 2 Project Ham Construction of Roads amp Stormwater in Taung 2 Project List Registration Header Updated 7 Jul 2005 cb 1 Fxocutiv Summary Updated T hi T00 ne Section 2 Implementing Agent og o Upd
34. e 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 delegated their responsibility to someone else Version 13 June 2007 17 22 2 MIG 1 Referring a form MIG 4 to 10 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 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
35. ed by the MIS Data entry in tables 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 also use Tab or Shift Tab keys on your keyboard to move between cells Adding rows to a table Another clue to tables that work with popup windows is the presence of an Add Row button below the table Submitting the form MIG MIS User Manual 3 4 Project Funding z f pn Project Direct Indirect Accredited Bon at Total VAT Fonte Costs Training gid Water 500000 00 0 00 500000 00 0 00 0 00 0 0 0 Project Type Water E _ P po 0 00 0 00 re 5 Border indicates Direct Costs 500000 whole row selected EN Double click to edit Accredited Training 0 In popup i indow pe i ance credie IAIO UY SoUUUY UU J OYA JV Training p 0 00 0 00 0 00 4 When you have completed a section click either of the Save buttons above or below the expanded section 5 Expand the
36. ent the capability of the GIS module is confined to the display of thematic layers In the next phase of development the updating of Spatial information at community level will be possible Benefits of the GIS Module e All the data that resides in the MIG MIS is spatially enabled e The geographic spread of MIG registered projects in relation to other entities can be analysed To generate a report 1 Click Reports on the Application Menu 2 Select a Report topic of your choice Version 13 June 2007 17 22 31 Implementing agent Aggregate by Group by 3 Optionally specify filter criteria to restrict your report to a specific Implementing Agent Project Type Project Status etc 4 Click Report on the Action Bar Fle Edt pes Faeries Toss Hels Google G Sao E Wy Goorin Pe fed Fou clare i senga ae Oe EB Pre frem r a UTAN ria GP SHORTELTS GER moc servers j roa r 2 EST dg Heen JPL TT a E z urer fal Sy Fund aeveiristratice bora va Project Herrie Apr Projects Funding f 3 Project Eu imglomentin gene md a Gutputs i AN a S Project Type equals haa g Project gt aTeTEaTIE vi AE Community services Sen and bed And h ha a Enberjoriue nfs ecru lore Emergency sernces Project Stats equals bal Buble iranapert pe Pe aa T Sad amp rewted stonn wat FE EY tanitabien S FR Aggregate by hed an Group by dg betoner p by i Training fh oy Work Li
37. 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 described 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
38. form was referred back for revision MIG MIS User Manual The project has been suspended This is usually done to temporarily shelve a project until sufficient funds are available to continue with it Suspended projects are by default excluded from reports and no forms can be processed against the project until it is un suspended Projects can be suspended after registration of MIG 1 but before registration of MIG 5 The project has been withdrawn The project has been terminated permanently and will not continue in the future Projects can be terminated after registration of MIG 1 but before registration of MIG 6 Terminated projects are by default be excluded from reports and no forms can be processed against the project nor can project maintenance changes be made a The item has been captured and saved but not Submitted into the workflow The item has been submitted af The Item has been verified The item has been referred back for revision H The item has been captured and saved but not submitted into the workflow The item has been submitted aff The Item has been confirmed di An amendment has been requested Version 13 June 2007 17 22 37 Annexure B Backlog Definitions Definitions Community Services Community Lighting A backlog is represented by dense settlements Nuraber Lighting High mast without high mast light Community Lighting A backlog is represented by previously Number Lighting
39. have consequently been disabled on all forms except MIG 4 and target dates have been disabled on all forms except MIG 1 All changes to project information made through project maintenance screens are recorded in a comprehensive audit trail Other enhancements include project suspension project termination and site visit reports Project overview The project maintenance functionality can be accessed by clicking Project Overview in the content tree of the Project Lifecycle Application or by clicking the Project Overview button displayed on the Action bar of any form that is related to the project in question The Budget Section allows a Project Manager PMU Manager or Municipal Manager to update the Project Funding of a project The baseline for this information is obtained from MIG 1 Section 6 2 The amount by which the total project funding Incl VAT can be changed without re registration is 20 of the amount that the project was first registered for If the change exceeds 20 of the original amount the MIS initiates an amendment by opening a copy of the last registered MIG 1 form Section 3 of the copy will show the updated budget but the MIS cannot update Section 6 Version 13 June 2007 17 22 Target dates Cash flow Planned Employment Generation and Socio Economic Impact Actual Employment Generation and Socio Economic Impact Audit trail automatically Once you have amended Section 6 and submitted the amendment
40. he 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 once 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 13 June 2007 17 22 17 Payment schedules Transfers Expenditure Application Overview 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 c
41. he 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 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 MIG MIS User Manual
42. 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 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 Person Agency Role Delegate to Until Alternate 1 Capricorn PMU Manager s Clear Capricorn DM PMU Manager O Alternate 2 Ed Alternate 3 EG Alternate 4 Eg Evaluators frest FRE an eR ata iE kel OE SEO Anna TORE Aa Gere fa Ara HEGE Ler HEER Di F tnt NUGTOPrs can assist you to evaiuate ana comment on forms Dejore they are submitted fo you Pease define up to ten Responsible Person p Evaluator 1 Polokwane PMU Manager EG CE capricorn DM E E Mopani DM VE Vhembe DM E waterberg DM Evaluator 2 Ed Evaluator 3 Ed Reporting Mapping and Graphing The new reporting mapping and graphing module allows you to now generate on screen reports maps and in the future also graphs The GIS module provides a spatial view of MIG registered projects thematic layers for MIG expenditure and service delivery backlogs At pres
43. ick 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 format of your choice for example as an Excel Spreadsheet XLS Version 13 June 2007 17 22 15 REFERENCE Visibility Permitted Actions 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 dimensio
44. ion MIG MIS User Manual 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 enables 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 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 Pleas
45. ition its The following represents a bus shelter backlog 1 No shelter type structures erected and maintained 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 Bus Shelters Number A shelter cannot accommodate 10 15 passengers 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 Taxi Ranks o 2 5m wide lanes where taxis will line up to pick up Number 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 both end Sidewalks Backlog is represented by the following 1 Route not leveled and all plant material or other debris not removed 2 Not constructed Lacks the following o Top of the reworked surface shall be 150mm lower than Gravel
46. 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 Version 13 June 2007 17 22 OK Cancel So T 0 00 11 Working with lists Results hal 1324 934 936 933 937 LLLL 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 list 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 t
47. ly 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 Exporting a report MIG MIS User Manual 4 If you are not already in the Reports application click Reports on the Application Menu Click Projects under Project lifecycle in the Content tree and then click List Optionally specify one or more filter criteria to filter the project list The Implementing agent field is pre populated according to your login Do not blank this field out unless you want a list of all MIG projects and do not select anything from the Aggregate by drop down box Click Report on the Action Bar To export a report 1 Choose Excel or Acrobat PDF from the Select a Format dropdown box Click Export on the Report Toolbar Select Open or Save on the File Download dialog that follows 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 Cl
48. m storage to consumption needs rehabilitation 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 Connector treatment plants to be treated and distributed to the Services Pump Customers stations 2 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 Number Number Number Number A backlog is defined as 1 Households provided with water either from natural Or man made reservoirs but It IS not enough to Connector meet their demands Hence these leads to a need to Services build or secure another reservoir to accommodate all Number Reservoirs households 2 Households provided with water either from an existing natural or man made reservoirs but needs to be rehabilitated 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
49. mergency Services Definition units Lack of the following represents a backlog urban services without operational section responsible for physical fire fighting rescue and in house training services and a fire safety section responsible for law enforcement and structural fire safety as well asSiNumber legislation on dangerous and hazardous goods Remote or rural areas without an all terrain water tanker 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 Number 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 Defin
50. n 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 allocations 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 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
51. ndicating the number of degrees South of the equator but the MIS will also accept a negative number to accommodate users that obtained the coordinates from a GPS device Click Validate Coordinates button to find out whether the coordinates you entered fall within the sub place If the coordinates fall outside the sub place an error message will provide you with the name of the sub place that matches the coordinates If you are absolutely sure about the coordinates please select this sub place in the next attempt Unit cost validation MIG MIS User Manual Version 13 June 2007 17 22 If you are unable to supply coordinates that match the sub place you will be able to save the form but you will not be able to submit the form into the workflow until matching coordinates have been supplied As from version 2 03 the unit cost of outputs are validated against the National Guidelines as specified in Basic Level of Services and Unit Costs A guide for municipalities December 2005 The National Guidelines do not specify unit costs for all outputs but where possible the MIS will calculate the unit cost of the component in the units specified by the guidelines for example per household per km etc For projects that do not involve counter funding the component cost is taken as MIG funding and the unit cost can be accurately assessed For projects that do involve counter funding the MIS calculates a MIG Funding Ratio from Section 3 4
52. nt at Rac Kio H C asenne PC Femairing yy Reports eS t tegalities About the MG Screen Resshobtin Varsan 20 43 October 2008 al ed Local intranet If you want to adjust the filter criteria after looking at the Report or Map click the Criteria Tab adjust the criteria and click Report on the Action Bar The implementing agent field is pre populated according to your login Note Unlike the rest of the MIS you are not restricted to change this field to view the reports and maps of other implementing agents or to obtain a provincial or even national view The Aggregate by parameter allows you to obtain results aggregated by Sub place Municipality District or Province or even the whole of SA The exception to this rule is that the lowest level of aggregation for Backlog information is Municipality If you leave this parameter blank the Project Lifecycle reports will produce a list of all projects that match the other filter criteria that you may have specified and the Project Lifecycle maps will map the location of all projects that match the filter criteria If you choose to aggregate the results you may also elect to group the aggregated results by one other dimension such as Project type Project status Urban Rural etc This could also be viewed as a breakdown of the aggregated results by the chosen dimension Exporting reports MIG MIS User Manual In the example below with Aggregate by Province and G
53. ributed to the customers Therefore The treatment of water is not acceptable for a desired end use which can include discharge into the environment 2 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 treatment plants to be treated and distributed to the Ke 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 A backlog is defined as 1 Households without any form of raw water untreated water storage dams a barrier across flowing water Bulk Services that obstructs directs or retards the flow often Raw water creating a reservoir lake or impoundment of storage dam untreated water where water can be stored for further treatment and consumption by all 2 Households with raw water storage dams but needs to be rehabilitated A backlog is defined as 1 Lack of connections or distributors of fresh or drinking Connector water through piping water mains from storage to Services Supply consumption lines Existing connections or distributors of fresh or drinking water through piping water mains fro
54. rom human waste food waste soaps Bulk Services Oxidation and detergent A backlog is defined as 1 Lack of pump stations designed to hold Bulk Services Pump Pumps and equipment for pumping stations sanitation fluids from one place to another Number 2 Existing pump stations not functional Connector Services No definition available yet Km Main outflow lines A backlog is defined as 1 Lack of pump stations designed to hold Connector Services pumps and equipment for pumpingNumber Pump stations sanitation fluids from one place to another 2 Existing pump stations not functional Service levels 1 to 3 represent the backlog 1 No sanitation no sanitation facility available to the household Number of 2 A pit latrine not provided with ventilation and households fly proofing Reticulation Toilets 3 Bucket latrines 4 A ventilated improved pit latrine or equivalent 5 Septic tanks and 6 Sewer waterborne sanitation systems Definitions Solid Waste Removal p PENE Pe No definition available yet Number Service levels 1 and 2 represent the backlog No rubbish disposal No refuse or rubbish 2 Own refuse dump removal by local 3 authority Number of Collection less than weekly households Collection at least weekly Communal refuse dump Definitions Storm Water Storm Channels No definition available yet Km Storm Pipelines No definition a
55. roup by Urban Rural the result obtained consists of 18 lines two for each province showing the breakdown of Project Funding by Urban and Rural dimensions SIG Mlb fMicrosoft Internets Plen ag Eir Edt pew Fovertes oss pee Googe G DoE tome Papa a Popups char 2 Qima ir Om BAG Penh fr en 35 m OBS ris GP SHOATCUTS cam SQraoectsemvens j rersonu kit ese iB hip ren le re nal g ge dl herpet bi dei De Linah Malerier li S nleleme be Library Fund Adrinisds atium Project Lite yc le Backheg Work Lint Bepsris H le By Fund p riristrutien p pons 2 5 Prokect Bieco ei Sy Projects Ejus ET Ci Gutputs Pa el i Ue ete 1 SI WALT REISE Lae ASS Ci Birtles gea za eeter Reston aspe 0 118 internet To export any report 1 Choose Excel or Acrobat PDF from the Select a Format dropdown box 2 Click Export on the Report Toolbar 3 Select Open or Save on the File Download dialog that follows To generate a map 1 Click Reports on the Application Menu 2 Select a report topic of your choice 3 Optionally specify filter criteria to restrict your report to a specific Agency Project Type Project Status etc 4 Click Map on the Action Bar Note that this is exactly the same procedure as generating a report except for the last step where you click Map instead of Report 5 Select a Report layer by clicking the appropriate check box in the tree view on the right hand side
56. s a zero backlog 8 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 Version 13 June 2007 17 22 25 Workflow status Communication Work list 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 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 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
57. s 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 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 Municipal Project Registration Form MIG1 Comment Concern Rate comment concern B O Serious concern W Concern W O Comment View previous comments lt 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 Version 13 June 2007 17 22 19 Form Tab Comments Tab Workflow History Tab Project location 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
58. s 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 project What s new in Version 2 04 Budget MIG MIS User Manual The enhancements released in Version 2 04 allow users involved in project management to maintain the following categories of project information e Budget e Cash flow e Target dates e Planned employment generation e Actual employment generation e Planned socio economic impact e Actual socio economic impact The maintenance functionality only becomes available after a baseline has been set by registering an appropriate form For example once a cash flow baseline has been set by registering a MIG 4 form the cash flow can be maintained without the need to register MIG 6 or 8 forms MIG 6 and 8 forms are of course still required as requests for payment but not to update the cash flow or target dates The cash flow sections
59. the updated budget until the amendment has been registered and no further changes are allowed until the amendment is either registered or deleted The Target Dates Section allows a Project Manager PMU Manager or Municipal Manager to update the Target Dates of a project The baseline for target dates is obtained from MIG 1 Section 7 It is no longer possible to update Target Dates on MIG 4 5 6 or 8 The Planned Employment Generation and Socio Economic Impact Sections allow a Project Manager PMU Manager or Municipal Manager to update the planned Employment Generation obtained from MIG 5 Section 5 and the planned Socio Economic Impact first obtained from MIG 1 Section 5 and then MIG 5 Section 6 This Actual Employment Generation and Socio Economic Impact Sections allow a Project Manager PMU Manager or Municipal Manager to adjust the actual Employment Generation and Socio Economic Impact once a project has been completed During the implementation phase of the project this information is obtained as before from MIG 8 Sections 4 and 5 The Cash Flow Tab allows you to update the cash flow for the selected project without submitting MIG 5 6 or 8 forms A warning message is displayed if there is an unregistered MIG 4 in the workflow to alert you that your changes will be overwritten when the form is registered Claims Tab Audit Trail Tab Captured My projects Awaiting my evaluators Advanced MIG MIS User Manual Note
60. the top of the kerb or the road level sidewalk o The imported gravel shall be at least G7 quality and shall be compacted to 93 modified AASHTO density o 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 1 Route not leveled and all plant material or other debris not removed 2 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 Paved The imported gravel shall be at least G5 quality and sidewalk 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 Tarred No definition available yet Km Pedestrian No definition available yet Km Bridges Definitions Roads and Related Stormwater poe Pero No definition
61. tics 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 Backlogs 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 4 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 Confirming backlogs MIG MIS User Manual 5 If your role permits you to capture backlog information one of the columns STATS SA Sector or Municipalit
62. vailable yet Km Storm Retention Ponds No definition available yet Number Definitions Water Backlog Definition Units Bulk Services A backlog is represented by the following Geo hydrological 1 Lack of a study of the movement distribution and alet of Investigation quality of water POENE A backlog is defined as households located in small remote communities where even basic schemes are Bulk Services costly where support services are difficult and where N net nee umber Boreholes affordability is very limited and have no access to a point source of water supply such as boreholes drilled hole used to abstract recharge or monitor groundwater A backlog is defined as 1 Households provided with water either from natural Or man made reservoirs but it is not enough to meet their demands Hence these leads to a need to Bulk Services build or secure another reservoir to accommodate all Number Reservoirs households 2 Households provided with water either from an existing natural or man made reservoirs but needs to be rehabilitated A backlog is defined as 1 Households receiving water pumped from wells rivers streams and reservoirs to the water treatment plants but it is not treated according to the accepted Standards chemical processes such as disinfection or coagulation or biological processes such as lagooning Bulk Services a Water treatment or slow sand filtration or activated sludge and it is plants dist
63. y will have a different colour to indicate that it is editable 6 Note also that there are two calculated variance columns one indicating the difference between the backlogs maintained by STATS SA and the Municipality and the other indicating the difference between the Municipality and the Sector Quantum of backlogs C National I C Gauteng C Sedibeng DM J Emfuleni LM _ Bulk Services Oxidation ponds Number of new 0 Bulk Services Treatment works Number of new 0 C Bulk Services Treatment works Number to be rehabilitated 0 _ Bulk Services Oxidation ponds Number to be rehabilitated 0 C Bulk Services Pump stations Number 0 0 C Connector Services Main outflow lines Km oe O fo SS O 6 OL ae Nm A C Connector Services Pump stations Number 0 0 Reticulation Toilets Number of households of 16 767 233 17 000 Reticulation Toilets Number of buckets eradicated Q 1 966 34 2 000 7 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 this 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 a
64. y 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 21 Overview Tab Forms Tab Maintenance Tab Cash Flow Tab 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 as if you found the form through one of the other means described in the Tutorial The Budget Section allows a Project Manager PMU Manager or Municipal Manager to update the Project Funding of a project The baseline for this information is obtained from MIG 1 Section 6 2 The amount by which the total project funding Incl VAT can be changed without re registration is 20 of the amount that the project was first registered for If the change exceeds 20 of the original amount the MIS initiates an amendment by opening a copy of the last registered MIG 1 form Section 3 of the copy will show the updated budget but the MIS cannot update Section 6 automatically Once you have amended Section 6 and submitted the amendment it will follow the normal workflow process from Municipal Manager to Senior Manager Finances Note The budget maintenance screen will not show
65. 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 the 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 To positively locate a project the fields Nearest Business Centre and Distance to Business Centre have been replaced with the Sub place name and a validation to confirm that the coordinates specified are indeed within the boundaries of the Sub place 3 5 Project Location Project Location Co ordinates of the Project Province Limpopo Degrees Minutes Seconds District Municipality Capricorn DM Longitude E 29 48 26 Local Municipality Molemole LM Latitude S 24 56 43 Sub place Hopetown NU Validate Coordinates Note Most users would capture the latitude degrees as a positive number i

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