+ 27 (0) 11 450 1804
Ground Floor, Helvetia House 80 Greenvale Rd, Wilbart Germiston, 1401
Mon - Thur: 8:00 am - 16:00 pm - Fri: 8:00 am - 14:00 pm

Process Flows

Process Flows

The INSTITUTE FOR WORK AT HEIGHT (IWH) has received official recognition by the South African Qualifications Authority (SAQA) as the Professional Body (PB) for the work at height industry in South Africa. The IWH PB is a non-statutory body, recognising practitioners in the working at height industry.

PROCESS FLOW FOR BECOMING A RECOGNISED TRAINING PROVIDER

STEP 1

Request from a training Provider to become recognised with the IWH Professional Body.

STEP 2

QMD / Admin to send application forms to potential Provider/ Trade member

STEP 3

Potential Provider sends completed application forms together with;

1. Proof of SETA Accreditation
2. Proof of registered Assessors
3. Proof of registered Moderators
4. Public Liability Insurance (R1 Million)
5. Workman’s Compensation (COID)
6. TAX clearance certificate
7. VAT registration
8. Company registration

STEP 4

QMD must Provide PA with supporting docs and Trade Application. PA to continue with Trade Membership application process.

STEP 5

QMD does the verification of the application and supporting documentation. If all is in order, the potential provider must be notified that they have past the desktop verification process.

STEP 6

After QMD has notified the potential Provider of their successful desktop verification. QMD requests Accounts to generate a audit invoice and send it to the potential Provider.

STEP 7

After the potential Provider has made payment for the audit, QMD can contact the Provider to arrange a suitable date for the audit. In some cases a Subject Matter Expert must accompany QMD for the audit. If that is the case the Subject Matter expert must be selected and liaised with regarding the audit date.

STEP 8

Successful audit: QMD must write a report about the outcome of the audit for the Skills and Ratification Committee. Details of successful audit should be shared with relevant staff i.e. PA, CEO and registrar.

STEP 9

PA to capture information onto the Provider contact information spreadsheet. QMD to do a letter of recognition and a Provider Certificate, as well as create a profile on BMS. Accounts to capture information onto Pastel.

STEP 10

QMD / Registrar to arrange a meeting with the Provider for training on the BMS system and furnish them with their login details for them to be able to upload. Make sure they understand what to upload and how to follow the process.

STEP 11

Unsuccessful audit: Write a report about the outcome of the audit including findings, giving the Provider a reasonable time to correct findings. One week before the due date, arrange another audit with Provider and or request outstanding documentation. The Provider can be given another week, should everything not be in order.

STEP 12

Provider corrected all findings: QMD must write a report about the outcome of the audit for the Skills and Ratification Committee. Provider details should be shared with Admin, CEO and Accounts and process followed for successful audit will apply.

PROCESS FLOW FOR APPLYING AS IWH TRADE MEMBER

STEP 1

Request from Company to register as Trade Member of the IWH.

STEP 2

Administrator *ADMIN* to send;

1. Application form (including Addendum A & B)
2. Compliance standard letters

STEP 3

Potential Trade Member sends the completed and signed documentation.

STEP 4

Admin to print the IWH Trade Member application check list and attach to application, use this to guide the process of verification of the application.

STEP 5

Check for ;

1. Application completed
2. All supporting documents
3. Compliance letters signed
4. Proof of registration with PB
5. Corrective Action plan

STEP 6

If any of the steps have not been followed the desktop application cannot be approved. Admin must request any outstanding documents from the potential member. Make notes on check list.

STEP 7

Once the desktop application is in order and approved, hand the application over to the accounts department and request a Trade Member audit invoice. The accounts department sends this invoice to the potential member and makes a note on the check list. Accounts gives back application to admin.

STEP 8

Accounts will inform Admin once payment for the facility audit has been received. Admin must assign a IWH representative to conduct the audit, make notes of this on the check list.

STEP 9

The IWH representative will contact the potential member to make arrangements for the audit. After the audit the IWH representative sends a report to Admin. This report states whether the member can be considered for membership or not.

STEP 10

Upon the successful facility audit, the members of the Board must be notified by Admin of the new member. If they don’t make any objection within 24 hours of the notification, the process can continue. Make notes of progress on the check list.

STEP 11

After no objection from the Board, hand the application over to Accounts and request an invoice for annual membership fees. Accounts to capture this information on the check list and give back the application to Admin.

STEP 12

Admin can now send an initial acceptance letter.

STEP 13

Accounts will notify Admin of payment of annual membership fee and assigns the Member with a IWH member number. A Final welcome letter & a Membership certificate can now be done by Admin and sent to the new Member together with the code of ethical practice.

STEP 14

If a corrective action plan (Addendum B) was submitted with the application, only a three month certificate will be done.

STEP 15

Admin must follow up after three months and if Corrective action was taken a certificate for the remaining 12 month period can be issued

STEP 16

If proof of registration of employees was submitted (Addendum A) a 12 month Membership Certificate can be issued

STEP 17

The application is handed over to Reception who captures the Member information on the IWH Trade Website. The progress must be captured on the checklist.

STEP 18

The application is handed back to Admin. Admin now captures the member information on the Trade Member contact detail information spreadsheet and files the application and all supporting documentation in the Trade Member file alphabetically

PROCESS FLOW APPLYING FOR APPROVAL OF A NEW LNQ PROGRAMME

STEP 1

Request from Provider to register a LNQ Programme

STEP 2

Prof Body to send Provider:

Policy & Procedure for recognition of LNQ Programme (Pol-022) (Pro021)
Application (IWH-F004)
Checklist for approval criteria (IWH-F034)

STEP 3

Provider to do:

Read through Policy and Guidelines & Familiarise themself with criteria for approval

STEP 4

Provider to do:

Complete application for approval of LNQ programme
Establish and document outcomes for the LNQ Programme.

STEP 5

Provider to do:

Submit application for approval of LNQ Programme to IWH Prof Body including Outcomes, purpose, admission criteria including prior learning, Range statement and assessment criteria.

STEP 6

Prof Body to do:

Outcomes of LNQ Programme to be presented to the Skills and Ratification Committee of the IWH Prof Body (via email) for approval.

STEP 7

If Skills and Ratification Committee approves the outcomes, Prof Body can notify the Provider of the successful outcome.
Should it not be approved it will be referred back to the Provider for remedial action.

STEP 8

Prof Body to do:

Assign LNQ programme number
Capture on LNQ programme register
Notify Provider of number

STEP 9

Provider to do:

Develop learning material
Submit learning material to Prof Body

STEP 10

Prof Body to do:

If neccessary , accounts to send audit invoice to Provider.
Request SME to “audit” learing material

STEP 11

Provider to do:

If neccessary, pay audit fee

STEP 12

Prof Body to do:

If neccessary Arrange & conduct audit
If neccessary send audit report if not successful include remedial action

STEP 13

Prof Body to do:

If audit was not neccessary Prof Body can now send a report on the outcome of the learning material “audit” to the Skills and Ratification Committee to ratify

STEP 14

Formal approval is sent to the Provider by the IWH Prof Body.
IWH Prof Body adds new Programme onto the BMS and links it to the provider’s profile

STEP 15

IWH Prof Body must notify Chamber Chair and Vice-Chair of relevant Chamber of the registration of the LNQ programme

STEP 16

Provider can start training on this Programme
Provider can upload learners according to the normal upload procedure except a photo is not required for LNQ Programmes

STEP 17

Prof Body will validate and issue certificates and ID Cards.

PROCESS FLOW APPLYING FOR APPROVAL FOR A PRODUCT SPECIFIC LNQ PROGRAMME

STEP 1

Request from Provider to register a product specific LNQ Programme.

STEP 2

IWH Prof Body to send to Provider

Policy & Procedure for recognition of LNQ Programme (Pol-022) (Pro021)
Application (IWH-F004)
Checklist for approval criteria (IWH-F034)

STEP 3

Provider to do

Read through Policy and Guidelines
Familiarise themself with criteria for approval

STEP 4

Provider to do

Complete application for approval of LNQ programme
Establish and document outcomes for the LNQ Programme

STEP 5

Provider to do

Submit application for approval of LNQ Programme to IWH Prof Body including Outcomes, purpose, admission criteria including prior learning, Range statement and assessment criteria

STEP 6

IWH PB to do

Outcomes of LNQ Programme to be evaluated and approved internally by the CEO and QMD. (Take into consideration prior learning and product standards)

STEP 7

IWH PB to do

IWH Prof Body notifies the Provider of approval, if not approved include remedial action

STEP 8

IWH PB to do

IWH assigns a LNQ number and captures it on the LNQ programme register.
Notify Provider of LNQ number
Provider can now continue developing the Learning Material and submit it to CEO for approval.

STEP 9

IWH PB to do

“Audit” on learning material must be done by CEO
Outcome of “audit” presented to the Skills and Ratification Committe for ratification

STEP 10

IWH PB to do

Send formal approval to Provider
IWH Prof Body captures Programme name and number on the BMS and links it to the provider profile

STEP 11

IWH Prof Body must notify Chamber Chair and Vice-Chair of relevant Chamber of the registration of the LNQ programme

STEP 12

Provider to do

Provider can start training on this Programme
Provider can upload learners according to the normal upload procedure except photo is not required for LNQ Programmes

STEP 13

IWH PB to do

IWH Prof Body will issue certificates and ID cards to the Provider

PROCESS FLOW - AUDIT

STEP 1

1. Request from new Prospective Provider for recognition.

QMD to send application form IWH-F003
Provider completes and sends back to QMD.

STEP 2

2. QMD send Audit pack to provider.

Audit policy,
Provider site visit declaration
Audit form.
Request FPP and Risk Assessment
Channel of communication: IWH PB QMD, Auditor and Training Provider

STEP 3

3. QMD selects suitable Auditor

QMD informs the suitable Auditor that the Audit must be done & provides him/her with FPP and Risk Assessment.

STEP 4

4. Auditor checks Fall Protection Plan and Risk Assessment.

Auditor can give feedback with remedial action if neccessary.
Auditor provides feedback to QMD
QMD communicates with Provider

STEP 5

5. QMD requests that Accounts sends an invoice to Provider for Audit

Invoice sent to provider.
Proof of payment to be received before proceeding
Channel of communication: IWH PB QMD and Accounts

STEP 6

6. Auditor approves FPP and RA

Auditor and QMD communicates regarding Audit date
QMD to confirm date with Provider

STEP 7

7.Audit conducted on site and immediate discussion/feedback between auditor and provider.

Declaration as signed by training provider and auditor to be send to QMD.
Issues discussed for resolution.
Channel of communication: IWH PB QMD, Auditor and Training provider

STEP 8

8.Audit report sent to CEO

PDF format.
If the report is not satisfactory CEO will instruct QMD to contact the Provider with remedial action
Channel of communication: IWH PB manager

STEP 9

9. QMD submit Audit report to Provider

QMD sends report with successful outcome
QMD provides Provider with report including remedial action
Channel of communication: IWH CEO, QMD and Auditor

STEP 10

10. Feedback from Provider if applicable

Provider submits proof of remedial action taken if applicable.
Provider sends an apeal

STEP 11

11. Meeting / corresopndence to discuss appeal/remedial action

CEO, auditor and QMD to discuss merits of the appeal if any.
CEO, auditor and QMD discusses outcome of remedial action if any.
Channel of communication: IWH PB manager, QMD and Auditor
QMD reports back to the Provider regarding the outcome of the appeal and or if remedial action is sufficient.

STEP 12

12. Send report to Skills and Ratification Committee

If all remedial action has been taken and appeals have been resolved, the report can now be sent to the Skills & Ratification Committee.

STEP 13

13. S&R committee reviews the report and reports back to the QMD

Successful outcome – report to QMD – QMD reports to Provider
Not successful outcome – report to QMD and advise regarding remedial action – QMD reports to Provider
Provider to respond to QMD with feedback on remedial action

STEP 12

14. QMD reports back to Skills and Ratification Committee

With notice of final ratification
With proof of remedial action and notice of final ratification

STEP 13

15. QMD requests Accounts for Provider fee invoice and Provider sends proof of payment.

Accounts to obtain an invoice from the Auditor and pay the auditor for his services (if applicable)

STEP 12

16. QMD notifies Provider of successful application

QMD sends letter of approval
QMD sends certificate of recognition
QMD creates profile on BMS

PROCESS FLOW FOR DEVELOPING AND IMPLEMENTING RPL AGAINST A DESIGNATION

STEP 1

Invite a small group of SME’s for a discussion regarding the Outcomes of the Occupation in relation to the Designation.

STEP 2

Draft the RPL Instrument, to include all the outcomes to be reached as well as the Guidelines for assessment.

STEP 3

Email the draft instrument to the relevant chamber members for input.

STEP 4

Revise the instrument and include the feedback from Chamber Members’ input.

STEP 5

Pilot the RPL instrument with a group of prospective candidates through a recognised training provider.

STEP 6

Receive the feedback from the assessor / training provider on the pilot

STEP 7

Call a meeting with the Chamber to discuss the outcome of the pilot and use feedback and discussion of the meeting to revise and conclude the instrument for final approval. Chamber to recommend RPL instrument for final approval.

STEP 8

Email RPL instrument to Skills and Ratification Committee for ratification.

PROCESS FLOW FOR BATCHES

STEP 1

Validate all. Verify ID number, Name and Surname on ID copy and on assessment results. Verify assessment results as per designation uploaded. Verify Assessor detail, date and signature.

Provider re-sends documentation.

 

STEP 2

QMD to check internal moderation report

STEP 3

QMD to give feedback to registrar

STEP 4

ERROR= QMD / Registrar follow up with Provider, QMD & Registrar to keep each other informed

STEP 5

If all documents are in order. Change status to VALIDATED

If documents are not in order change status to PENDING-PLEASE SEE COMMENTS & inform provider of errors and follow up.

STEP 6

Invoice batch and change status to INVOICED

STEP 7

Send invoice to Accounts

Accounts does invoice on Pastel & send to Provider

STEP 8

Print certificates and change status to PRINTED CERTIFICATES

Accounts notifies registrar when payment is made

STEP 7

Print ID cards and change status to PRINTED ID CARDS

STEP 8

Print stickers and change status to PRINTED ALL

STEP 7

Notify Provider the batch is ready for collection. Registrar to capture info in orange book.

STEP 8

Change status to ISSUED when collected or sent via courier.