Please note that we have published an update to the Data Gathering Sheet (v1.22) with the following changes:
- Supplier Ownership percentage:
As per the recent changes in BEE Trax to accommodate the supplier ownership percentage, we’ve likewise included the additional fields in the Data Gathering Sheet. Please note that we’ve preserved the original check fields as well, for those supplier who do not have the ownership percentage details specified e.g. some EME certificates/ affidavits do not include ownership percentage. The prompt above the column header therefore indicates to use the dropdown provided or alternatively input the ownership percentage (you do not have to complete both).
Note : The percentage input takes precedence on importing into BEE Trax e.g. if a user happens to inputs both “yes” and a percentage lower than 51%, BEE Trax will not import the >=51% tick.
- Supplier validation preserved on export to new Data Gathering Sheet
We’ve included the certificate icon in Column A when data is exported to a Data Gathering Sheet. On re-import back into BEE Trax, the certificate validation will therefore be preserved.
Please note that the latest version of the Data Gathering Sheet is automatically linked to BEE Trax. You can generate a blank Data Gathering Sheet through the “Scorecard Documents> Data Gathering Sheet” menu item as follows:
Please log in again to ensure you are using the latest version of BEE Trax. As always, please let us know if you experience any issues with this latest update.
- EAP Region Selector
The selection for EAP Region was prevously linked to the Measured Entity’s physical location, as defined in the Company user form (see Edit Company). This selection however becomes a challenge in the case where the majority of the company’s workforce resides in another region, other than the Company Region. We have therefore split the EAP Region from the physical Region, and moved the selector to the Finance Tab. The selector has been further improved to show which CEE Report the EAP figures have been derived from.
On loading your scorecard you will note that both the EAP Region and CEE Report year have default values as follows:
- The EAP Region will default to the Region defined in the Company user form, and if not yet set will default to “National”. On changing the EAP region, the system will highlight if different from the Company Region set.
- The CEE Report will default to the year which corresponds to the measurement period. If this is not yet available, then it will default to the latest CEE Report year available in the system. On changing the CEE Report year, the system will highlight if any newer stats are available which are applicable to the measurement period.
2. Absorbed Learners – Eligible for Absorption field
We have received quite a few queries regarding the application of the absorption calculation, and how to make the correct selections in BEE Trax. We have therefore improved the ease of use of this indicator by creating a new column to show which of the unemployed learners are “Eligible” for absorption, and also improved the control the user has to make/ or change their selection based on their specific cases.
Default – Shaded/Grey Tick
You will note that BEE Trax will automatically default the eligibility status in the following circumstances:
- The Unemployed Learner field is ticked, and the Learnership Date is within the measurement period, with no End Date input
- The Unemployed Learner field is ticked, and the Learnership End Date is within or before the measurement period
- The Absorbed Learner field is ticked
All learners fitting into one of these criteria are counted as eligible for absorption, without the user needing to tick the Eligible field. If however there are other reasons for which you feel a specific learner should be considered for absorption, the user may tick the Eligible field. In this case the tick shown will not be shaded.
Furthermore, there may be reasons for which a learner should not be considered eligible for absorption e.g. absconded. In this case the Eligible field should be selected to display a “cross”, which will exclude the learner from the absorption calculation altogether. The count of learners eligible for absorption and learners absorbed is also shown in the column header for clarity.
- Overviews – Demographic Details in EE, SD
The overviews for Employment Equity and Skills Development have now been adjusted to display the Demographic splits for Revised Codes scorecards:
- MAC Sector – RMC Conditions/ Split
We have made an adjustment to how the points for Responsible Social Marketing points are split, as defined in section 20 of the code. When completing the Socio-Economic development section, please note the new conditions which have to be selected for points to be awarded:
The points are then capped according to these conditions, 3 and 2 points respectively. This adjustment (if applicable) will be reflected on the final scorecard as follows:
- Revised ICT Sector
The revised ICT sector has now been updated in accordance with the final gazette. The main changes noted are:
- Exercisable Voting Rights in the Enterprise in the hands of black people – the requirement for (+1 Vote) has been removed and the target will therefore not be adjusted in line with the Number of Issued Shares recorded under the Ownership element. This differs to all other sector charters.
- Procurement Recognition Levels on the scorecard – weightings have increased from the Draft as per below:
- Socio-Economic Development – changed from “2/3 contributions” to “All” contributions required to be sector specific initiatives.
- Empowering Supplier Status
BEE Trax has been adjusted to automatically award the Empowering Supplier Status, in accordance with Dti Notice 708 of 2016. This will be displayed on the Empowering Supplier section in the Finance tab, irrespective of any selections made.
- Minor Change – Applied Spend for Preferential Procurement
The applied spend for Preferential Procurement will now display a zero value, if the expiry date is not within or after the measurement period. Previously this was not the case, even though it was excluded from the calculations. This will therefore give improved visibility as to which contributions are being counted in the Procurement Calculations.
- Improvement to Industry Norm selector
BEE Trax was previously programmed to only display the latest industry norm available (applicable to the measurement period) in the dropdown selector. This has lead to some confusion when loading the scorecard at a later date, since the saved norm would still be used for calculations however a newer norm may possibly be available in the dropdown.
We have therefore made some improvements to BEE Trax to display the Industry Norm used next to the indicator, and ensure the corresponding norms are loaded into the dropdown. The system will then also highlight if a newer norm is available for calculation (Note: this warning will not show for scorecards in “Complete” status since the scorecard has been finalised with the Industry Norm used at that time).
If you wish to use another norm, simply click on the period indicated and select from list of available periods (applicable to the measurement period). This will change the Industry Norm used to the period selected, and also update the norms dropdown list.
Please note: The codes stipulate that the latest Industry Norm should be used for calculation at the time of completing your scorecard. If a newer norm becomes available thereafter, you will need to use your agencies discretion on whether this newer norm should be applied in the scorecard instance.
- Skills Development – End Dates for Learnerships
We have made further improvements to the Skills Development section to include End Dates for Learnership/ Internship training programmes. If any portion of the Learnership date range falls within the measurement period it will be counted in the scorecard calculations. If no “End Date” is defined, only the “Date” stipulated will be counted i.e. this will need to fall within the measurement period. Any date which is not counted will be highlighted in red, with a “Check Date” warning alongside the line item.
Prorating Learnership Salaries – Importing from Data Gathering Sheet
When importing data from the latest Data Gathering Sheet (v1.18), the system will recognise if an End Date has been recorded, and will prompt the user to select whether they would like to prorate the learner’s salary based on the start and end dates compared to the measurement period. When this option is selected, the system will determine the portion of the Learnership which falls within the measurement period and prorate the salary accordingly.
Note: You should not use this selection if the Data Gathering Sheet already contains the prorated salaries.
Absorbed Learners – Bonus Point
There has been much discussion over the application of Absorbed Learnerships for the bonus point indicator on the Revised codes scorecards. Since there are many interpretations as to how this should be applied, we have made BEE Trax more flexible to allow for these instances and have furthermore improved the visibility in the calculations tab.
The mechanism for counting absorbed learners now relies solely on the Absorbed Learner tick, irrespective of whether the Unemployed Learner tick has been made. The count for learners eligible for Absorption will therefore include:
- All learners ticked as absorbed;
- All learners ticked as Unemployed, where the Learnership ends before or during the measurement period.
4. Other Minor Improvements
- Forcing scorecards to and from Complete status
When a scorecard is moved to the “complete status”, either by progressing through the process steps or by forcing to complete, the saved score which was generated at the time of the certificate generation will be loaded to the scorecard tab i.e. this is a fixed score and not subject to further calculations. The rest of the scorecard elements are also locked for editing. If this loaded scorecard is then moved back to a WIP stage, the scorecard will need to be reloaded for the calculated score to reflect on the scorecard tab. A warning note will appear as follows:
- Procurement Certificate upload from Scorecard Actions Menu
In v3.6 update we introduced the Shared Procurement certificate database. Uploading a new certificate was enabled via the Procurement tab, however we have now included this action under the “Scorecard Actions” menu.
- Management Control – Selections
To avoid confusion in the position selector in Management Control, we have removed the “Executive Director” selection. If you wish to still use this definition, please select “Other” and type in “Executive Director”. We have done this because the scorecard count for “Executive Director” only relies on the “Executive” tick being made and not based on the position definition. We have furthermore renamed this “Executive” tick as “Executive Director” to clarify this point.
The mechanism for pre-populating the voting rights field is currently linked to the “Executive Director” tick, and we have now expanded this to include the position selection as follows:
- Selecting Executive Management will automatically tick the “Executive Director” field and apportion the voting rights
- Selecting Other Executive Management will remove both the “Executive Director” field and voting rights
If you have a scenario where an Executive Manager does not have voting rights, you can simply un-tick the “Executive Director” tick and the voting rights will be removed. The voting rights can also be manually apportioned by simply typing the values directly into the field.
- Skills Development – Inclusion of “Mandatory Sectoral Training”
The codes do not allow for Mandatory Sectoral Training to be counted within Skills Development, and we have therefore made provision to exclude this. Please use the new category definition “MST” – Mandatory Sectoral Training in the training program user form or the Data Gathering Sheet for this purpose.
The category will be highlighted in red on the Skills Development tab, and will not be counted in calculations tab:
- Average Period defined in NPAT calc
The new revised codes stipulate that if a 1/4 of industry norm is not met in the current period that an “average” must be used for the previous periods. We have therefore changed the wording in the NPAT calculator to reflect the “Average Period”:
- Generating an Empty Data Gathering Sheet – Scorecard Documents
We have included the functionality to generate an empty Data Gathering Sheet directly from BEE Trax. This has been added as a standard document in the “Scorecard Documents” menu. Selecting this option will create an empty Data Gathering sheet for the scorecard selected i.e. will only auto-fill the Company Name and measurement period to the Data Gathering Sheet.
Please note: This is not the same function as exporting all the scorecard data to a Data Gathering Sheet, which is still performed through the “Scorecard Actions” menu.
- New Data Gathering Sheet v1.18
Please find attached v1.18 of the data gathering sheet, which includes
- Inclusion of a Definitions Tab
- Additional column in skills development to facilitate the “End Date” of Learnerships.
- Removal of “Other” from Occupational Levels in Employment Equity, which was causing some confusion when clients were completing the form. “Other” is still accounted for within BEE Trax.
- Measured “Period” and “Initial & Date: _______” on each tab (per SANAS requirements).
- Inclusion of “Description of Contribution” in SED – used to explain what the contribution was for e.g. “donation of computers”.
- Shared Certificate Database
A. Searching/ Adding to Procurement Table:
Last year we introduced the procurement certificate search functionality in the v3.1 update, which allowed users to search for suppliers previously used within their local database. We have now extended this functionality to include certificates uploaded into a Shared Certificate Database. This database is established through a joint contribution from all BEE Trax users, and access will be measured on a fair contribution basis i.e. The system will request that each agency contribute at least 10 certificates per month … an easy task to achieve!
To access the shared certificate database, just enter your search into the supplier search box and press enter (or click the magnifying glass icon).
This will bring up the Supplier Certificate Search form, which will default to search the shared database for the current financial period i.e. the measurement period of the scorecard. A new advanced search has also been added to this form to allow fine tuning your search parameters, or changing the search back to your local database. Select the chosen supplier from the list and click the Insert button (or double-click) to add it you procurement table.
Note: If you have entered the search term into the supplier search box, and no row selection is active on your procurement table, the item will be added to the bottom of the procurement table. This form has also been set to “float” in front of your table (meaning that you can still select the active row behind this form), and insert the chosen supplier to this active row.
When the supplier has been added from the shared database to your procurement table, the certificate (in PDF format) will automatically be attached to your list – indicated by the icon in column A:
To view this certificate, simply double-click on this item and the certificate will open. The certificate can also be viewed from the Supplier Certificate search form above, before inserting onto the procurement table.
This form also enables a user to edit a certificate entry, however only certificates which the agency/ consultancy has contributed can be edited.
B: Adding a Certificate:
Before trying to add a new certificate to the Shared Certificate Database, first search the supplier to ensure it is not already in the database. Then click on the “+” icon:
This will open the form for you to capture the required fields from the supplier certificate. Please be sure to enter the information carefully, paying special attention to the company name, registration number and expiry dates. The actual ownership percentages must be added, even if 0%.
Note: All fields except the “Service Type” and “Subsidiaries list” are mandatory. This form is set to also “float” in front of the table, which will enable you to open the actual certificate while the form is active and simply copy/ paste the selected fields directly from the certificate (use [Ctrl] [C] to copy and [Ctrl] [V] to paste)
If the certificate applies to subsidiaries, please click on the subsidiaries check-box to unhide the list. You should enter the subsidiary name (and registration number if different from the holding company). See example below…
Once you have added in all the required fields, click on the “+” button next to the certificate link and navigate to the certificate. NB – The certificate must be available in PDF format.
Click on “Save” to save the certificate to the Shared Certificate database, and a message box will appear to confirm the certificate save has been successful. If an error message appears, the certificate has not been successfully uploaded, in which case you should try again. If still unsuccessful after 3 attempts, please simply contact Progressive Data Solutions to rectify.
You can also add selected suppliers from your procurement table by right-clicking on the supplier and selecting “Add Selected”. This will automatically populate the form with all the available fields from your database. Another method of adding your suppliers is by searching your local database, selecting the chosen supplier and clicking the “Add” button at the bottom of the form.
C: Procurement Validation Process
We have also included a process to validate your procurement table against the Shared Certificate Database. Simply right-click on the supplier and select “Validate List”, either from the top of the list or from the selected row.
This process will search the Shared Supplier Database for items matching the Registration Number (if available), Trading Name, Registered Name and Subsidiary listing (or parts thereof). In the event of an exact match, when only one record is returned (i.e. same registration number and expiry date), the system will simply insert the remaining fields … but not overwrite the supplier name on your list. If the match is close, or there are many records available, the Supplier Certificate Search form will appear allowing the user to make a selection from the available list. If no items match, then simply click the “Skip” button to go to the next row on your procurement table. See example below …
You can cancel the validation process at any time by clicking the Cancel button on the form. Use the Validate > From Selected Row option to resume the validation from any row on your table.
Once you have completed the validation process from the Shared Procurement Database, filter your table on Column A to group the suppliers which have not been validated i.e. no certificate icon in Column A. You can then search you local database for the scorecards which have previously used this supplier, source the certificate and add to the Shared Certificate Database.
- Specifying ED/ SED contribution periods for Cumulative NPAT
We have now improved the method of specifying the periods for ED/ SED contributions when the Cumulative NPAT calculation is selected. By default the ED/SED contributions are divided by the same number of cumulative periods inputted in the Finance tab. The number of periods is now displayed above the ED and SED tables, and can be edited to reflect the actual number of periods applicable in your scorecard e.g. if the company has only just started contributing in the measured period to SED, but has been contributing for 3 years to ED, then the SED cumulative periods can be adjusted to 1. The full contribution is then applied to SED against the current year’s NPAT … this is also shown in the calculations tab for clarity.
For ED: For SED:
- VM Signoff checks on all tables (Double-click)
The ability to add in document references and checks/ ticks has been available on each table, in columns A and B respectively. We have now improved this feature by including an alternative check for the purposes of reviewer or verification manager. By double clicking on a checked item, the tick icon will change into a blocked tick, which can easily be identified as a reviewed item.
- Data Gathering Sheet v1.17 (Additional Provisions for Procurement Search)
The Data Gathering Sheet has been updated to v1.17, which includes an additional column in the procurement tab for the supplier registration number. This assists greatly in the supplier validation process mentioned above.
- Update to Revised Codes Scorecard
- EAP calculation for Management Control and Skills Development
We are pleased to advise you that our calculations for applying EAP targets in MC and SD are correct, as stipulated in the latest Dti publication. A big thanks to all our clients who worked with us to establish this! The only change which is required is the application of this formula to the disabled indicators. The initial draft codes were quite ambiguous on the application on the formula and suggested that it was also to be applied to the disabled indicators. The recent publication has clarified the formula does not apply there, and has therefore been removed in the BEE Trax calculations as well.
- Additional Empowering Supplier Optional Requirement:
The tick-box in the Finance tab have been extended to include a new optional requirement. Please note that you are still required to mark off mandatory (x3) and optional (x3 for GEN and x1 for QSE) requirements for achieving Empowering Status. To use this tick-box, simply double-click on the cell.
- Other Executive Management Indicator:
The scorecard indicators descriptions for Other Executive Management have been changed to include the wording “Other”. This is not currently reflected in the Revised codes descriptions however as these indicators form part of the Other Executive Management sub element we have included the wording so as to clear up any confusion.
- Inclusion of “DISCOUNTED” and Removal of “Enhanced Procurement Level”
We have included the wording “DISCOUNTED” to the contribution level, when the total level has been adjusted due to the subminimum requirements not being met. This is in line with the definition stipulated in the revised codes. We have also removed the Enhanced Procurement Level from the Scorecard summary, as this is not indicated in the Revised Codes.
- Disabling Combinations for Management Control / Employment Equity:
The combination of Other Top Management with Senior Top Management and Middle Management with Junior Management does not apply to the Revised codes scorecards, and has therefore been disabled in BEE Trax (for these scorecards only).
- Unemployed Learner calculation
In v3.4 we changed this calculation to include all training programs following the changed wording in the Revised codes. With the latest publication however, this extension to all learning programs has now been limited to only the QSE Scorecard and therefore the Generic scorecard has reverted back to including only unemployed people participating in B, C &/or D learnership programmes.
- Presentation of Net Equity on Scorecard tab
Along with the changes to BEE Trax for the Revised Codes scorecard, we have also made some improvements to the display of an existing indicator. The Net Equity Value indicator has created some confusion in the past in the way we have displayed this on the scorecard. This was due to the fact that the result of Formula A/B was expressed as a percentage measured against a target to yield the resulting score. The more correct way to display this indicator is shown below, no longer measured against a target (as this is already built into the Formula A/B calculation itself)
Now changed to:
- Update to Revised Codes Scorecard
- Designated Group Supplier Status:
We have now included this status indicator on the summary table of the revised scorecard, which is calculated through the input of designated groups on the Ownership tab.
- Empowering Supplier Status:
We have incorporated a tick-box in the Finance tab to mark off the mandatory (x3) and optional (x3 for GEN and x1 for QSE) requirements for Empowering Status. To use this tick-box, simply double-click on the cell. This will then calculate the Empowering Supplier Status which will also reflect on the scorecard tab summary table. Please remember to click the save button after you have made your tick selection.
- Executive Management and Other Executive Management:
The revised scorecard no longer refers to Senior Top Management (STM) and Other Top Management (OTM). We have therefore changed the wording within MC, EE and the calculation tab to reflect the new wording. For scorecards already saved using STM and OTM, the system will automatically convert this wording to Executive Management and Other Executive Management when you load them.
- New condition for Employment Equity:
A further condition has been added to the conditions checkbox in EE (see below):
- Heading definition for ESD Recipient
The heading definition for ESD Recipient in PP has been corrected to include Black Owned QSE/EME. Note that the 3 yr contract is still a requirement for this item.
- Unemployed Learner calculation to include all training programs (sub-indicator 22.214.171.124. under the Skills Development element)
BEE Trax used to only include the number of unemployed people participating in B, C &/or D programmes. This was due to the fact that the original draft of the SD element in 2012 limited the headcount to include only those unemployed people participating in Learnerships, Apprenticeships and/or Internships. The wording of this sub-indicator was subsequently altered in the final gazetted version of the Revised Codes to read as follows: “126.96.36.199. Number of black unemployed people participating in training specified in the learning programme matrix as a percentage of number of employees”. This has therefore opened up the scope of this indicator to include all other categories training programmes. We have therefore amended the calculation in line with this new definition.
- Data Gathering Sheet v1.16
We have updated the Data Gathering Sheet to v1.16 in line with the changes mentioned above i.e. changed wording to Executive Management and Other Executive Management, ESD Recipient definition etc…
- Included another data sheet to capture Imports. Once the permissible foreign imports have been captured they will automatically pull through to the TMPS exclusion on the Finance tab of the Data Gathering Sheet.
Note, the Import detail is not pulled into BEE Trax, only the TMPS exclusion is pulled through.
- Inclusion of Revised Tourism Scorecard (Draft)
We have included a Draft version of the Revised Tourism codes which have recently been published. Please provide us with feedback of any necessary changes when performing your validation checks.
- Status Bar: Information on loaded Scorecard
On loading a scorecard the Scorecard No, Points/ BEE Level and Sector will now be displayed in the status bar at the bottom of the screen, below the sheet tabs. This information will enable you to refer to the Scorecard No from any element you are working on without having to refer back to the Home screen. Additionally, any changes made to an element immediately reflect in the points/ BEE Level … so you can now check the impact of the changes as you are making without having to refer back to the scorecard tab.
- Additional Fields added to the Company form
We have included 2 additional fields in the company user form, namely Postal Address and Cell No, as shown below:
- Inclusion of “Unskilled/ Semi-Skilled” occupational level into EE Tab
You may make use of “Unskilled” and “Semi-Skilled” in the occupational level dropdown for Employment Equity. Both are considered as “Other” in the BEE Trax calculations.
4. Inclusion of “White” Race definition
You may make use of “White” in the race dropdowns across the elements, which is handled the same as “Non Black” in the BEE Trax calculations.
5. Data Gathering Sheet v1.15 (Additional Provisions for Revised Codes)
We have updated the Data Gathering Sheet to v1.15, which now includes a sector selection for the General Revised Codes (2013) as shown below. Once selected, the various element sheets in the data gathering file will be formatted for the revised codes input. for example Skills Development now includes Unemployed Learner and Absorbed Learner columns, and PP includes Empowering Supplier, Designated Groups and First Time Supplier. The latter is also a new addition into BEE Trax, with the relevant enhancement factors built into the applied contributions column.
- New “Scorecard Actions” Menu
With the inclusion of even more scorecard functionality in v3.2, the LHS “Actions” menu was starting to get really busy. We have therefore improved this menu selection by moving all the special scorecard features to a new Sub-Menu called “Scorecard Actions”. You will notice there are a few new items on this list, which are detailed below …
2. Merging/ Consolidating multiple scorecards
The merge functionality was introduced in v3.0 update, however this only provided the functionality to merge 2 selected scorecards at once. We have now made further improvements to the scorecard merge to allow multiple scorecards to be merged simultaneously. To use this new function right-click on the scorecard “to” which you would like to merge data, and select “Merge Scorecard” from the Scorecard Actions menu. The new merge user form will now appear:
Note – this user form can “float” over the Home page, allowing you to still filter the home page further while it’s displayed.
Enter the scorecard numbers onto the user form, either by:
- Typing them in one by one, ensuring to press “enter” on your keyboard after each entry as this will automatically bring through the scorecard name; OR
- Filtering the Home page list to show the required scorecards, and then selecting them. The scorecards selected will be populated onto the list.
Once you have entered the scorecard list, select whether you want to overwrite or append to the existing data in the consolidated scorecard you are about to merge to, and click “Next” to complete the merge. Be sure to re-load the consolidated scorecard after the merge to reflect the new data.
- Training course drop-down
The training courses entered into the Skills Development sheet will now appear on a drop-down list for selection. If you enter in a new course name that is not on the list, the new Training Program user form will appear as normal for capturing the new course. This new course will also appear on the drop-down list for ease of selection.
- Export to Data Gathering Sheet
BEE Trax now allows you to export your data back to the Data Gathering Sheet (for data submission, or just for your own record). To use this functionality, right-click the selected scorecard from the Home page and select “Export to Data Gathering” from the new Scorecard Actions menu. Once complete you will be prompted to save the Data Gathering sheet to your selected file location.
5. Import from Data Gathering Sheet (all elements together)
The import function has now been extended to allow the entire Data Gathering Sheet to be imported at once from the Home page. To use this new functionality, right-click the selected scorecard to which you would like to import the data and select “Import from Data Gathering” on the new Scorecard Actions menu. Follow the user prompts during the importation process (e.g. option to import Senior Top from EE to the MC element, if you wish). Once the import is complete, the scorecard will automatically load.
6. Data Gathering Sheet v1.14 (minor changes)
There have been a few more minor changes made to the Data Gathering Sheet to accommodate the new export functionality. The TMPS list has also been made larger with Inclusions and Exclusions listed for you clients to consider when making their input. On the Employment Equity tab, “Unskilled” and “Semi-Skilled” have now been added to the Occupational levels drop down. Please note that although these new levels can be selected they will still import as “Other” to BEE Trax for calculation purposes.
- Scorecard Filtering by Sector & Region
The flexible end column on the Home Page has been extended to include Sector and Region, so you can now filter your scorecards by these new parameters.
8. Data Validation on Turnover Thresholds
We have now included a scorecard validation check for the turnover against the threshold limits for specific sectors and types (EME/ QSE/ GEN), If the turnover inputted is outside the specified ranges, a warning note will appear as shown below.
Note: This warning note does not prevent you from continuing to save the turnover inputted.
9. Resource Check for Audit Visits bookings
An additional validation check has been included when setting pre-assessment or onsite meetings, in that the system will now confirm if the allocated VA has already been booked over the specified date & times. A warning note will appear if a resource conflict exists.
Note: This warning note does not prevent you from continuing to save the meeting details.
- Flexible Responsible Person Field on Home Tab
The Home screen currently displays the person responsible for the specific stage of the scorecard. We have now extended this field to allow searches on assigned VA, VM or TS. To use this new search function, click on the column header and make your selection from the dropdown menu. Then simply add the person’s name to the search row (row 11) and press enter.
2. Procurement Certificate Search
You can now search your existing procurement database for suppliers previously saved (across your other scorecards), and add these to your current scorecard. To use this function, just enter your search into the supplier search box and press enter (or click the magnifying glass icon).
This will populate a user form with all the supplier name’s which include this search term, and will give all details including the certificate expiry dates. As this functionality is brand new, there will most likely be some duplicates of the same supplier which were added to scorecards using slightly different names. Once you have found the supplier you wish to add, simply double click on your selection (or press insert), and the supplier details will be copied to a new line on the procurement tab.
If you are wanting to search an existing supplier that’s already on your procurement tab list (e.g. to possibly check expiry date and/or info previously added), simply right-click on the supplier name and select “Search Selected” from the popup menu. This will automatically search your procurement database for that supplier and return the result to the user form. As you are now searching an existing line item from your tab, selecting the supplier from the user form will therefore overwrite that line items details accordingly.
We have had many enquiries around implementing a procurement database search, and are keen to extend this functionality further to possibly include a broader database search. One of the recommendations is to also include a linked certificate for reference, however getting this right will include active participation from the broader BEE Trax community. We are keen to get your feedback on this, and also your recommendations/ views for improvement.
3. Change End Date (Management rights only)
The extended process menu for “management” users currently allows for the due date of a stage to be changed. This functionality has now been extended to the scorecard end date as well. To access this option, right-click on the next step and select “Change End Date” at the end of the process menu .
Please note that the final step of the scorecard process already requests the user to set the end date as current date (i.e. as it move into complete status) … this hasn’t changed.
- Delete Scorecard (Management rights only)
Management users now have the flexibility to delete selected scorecards. Please use this function with caution as deletions cannot be undone through the BEE Trax module. If you do make a mistake using the delete function, please call us to assist as we can retrieve your data from a previous backup if the scorecard existed the previous day.
- Finance Import – Data Gathering Sheet v1.13
We have made further improvements to the data gathering sheet, and extended the data input to include Financial information. Once you receive the completed data sheet from your client, load the scorecard and right-click anywhere on the Finance tab, and select “Import Data” from the popup menu. This will import all the finance elements directly to your database.
- Improved Event Data Logging
To ensure your data integrity is well preserved, we have made some further improvements to the event data log in the background. This will now log more events providing an extended traceability on each scorecard. If you have any queries on data input on any scorecard, please give us a call to review the data log. This should clearly identify when data was changed and by who.
1. Standard Management Reporting
BEE Trax now has some standard management reports available to assist with the analysis of your business. These reports can be found under the "Management" button on the Home page and includes the following:
· Marketing Report – allows agencies to access their strike rate of applications sent vs received, and corresponding potential value. This report also provides a previous 6-month historical trend of strike rate and also provides a view of the Marketing source for the selected period (based on the referrals captured on each scorecard header). This report requires a date period selection which can be anything from 1 to 365 days … just click the starting date and, while holding the mouse button down, drag to the end date.
· Workflow Report – allows both agencies and consultants to view their active workload i.e. all scorecards currently in WIP. The report provides a graphical view of the workload allocation per staff member (number and value), as well as an overall breakdown by each stage in WIP.
· Sales Report – allow agencies to view certificates issued over a selected period (number and value). This report also allows the user to input a target sales value which is highlighted on the graph. The analysis is further broken down to show sales by region in a pie-graph and also provides a view of referral values.
2. Importing Scorecards to existing ScorecardNo
As you are aware, BEE Trax provides a facility for scorecards to be imported/ exported using a secure ShareKey. Previously on importing, a new scorecard was automatically created irrespective of whether an existing scorecard had already been drafted to the Pipeline stages.
This facility has now been improved to allow the user to select whether they would like to create a new scorecard or rather import to an existing ScorecardNo. (Please note that the default setting is to import to a new scorecard)
Once the user selects to import to an existing ScorecardNo, they will also need to select whether they wish to overwrite the existing data (on each element only, not scorecard or company header information), or rather append the data to the existing data set. E.g. Append data should be used if you wish to import only EE & SD data provided by a consultancy, while leaving the data inputted on the other elements in tact.
3. Merging Scorecards (for JV's or Consolidated Group Scorecard)
BEE Trax now allows for scorecards to be merged together. This can be very helpful when providing a consolidated scorecard for Joint Ventures or large groups). To use this function simply right-click on the selected scorecard (to which you wish to add data), and select "Merge Scorecard" from the actions menu.
Once you have provide the ScorecardNo you wish to merge, click next and all elements will be appended to the selected scorecard i.e. data will be added per element. Please note that this function will not merge Company or Scorecard header information, so you will need to change this if required.
Example: If you wish to merge 2 or more branches of a large organisation into a consolidated scorecard for the group do the following steps
- Create a new company containing the group header details.
- Create a new scorecard for the financial period including all header information (size, sector etc …)
- Right-click on this new scorecard and select Merge scorecard, and provide one of the branches ScorecardNo.
- Repeat this action to append the data for other scorecards onto this selected scorecard.
The same steps are followed when creating a Joint Venture for 2 or more existing companies. (NB – first create the JV company and new scorecard as above)
4. Saving Manual Changes on Scorecard Tab
In the v2.6 update last year, we included the facility to automatically save final scores from the Scorecard tab to the database when creating certificates (or indicative scorecard reports in the case of consultancies). These final scores are loaded back to the Scorecard tab when loading a "Complete" status scorecard so as to prevent completed scores from recalculating (which is important if you have since made a calculation change to your module).
BEE Trax also allows for manual changes to be made to the Scorecard Tab by selecting the "Edit Scorecard" button (management only). These changes were however not previously saved.
We have now provided a "Save" button on the Scorecard tab which allows the manual changes to be saved to the database. These scores will be loaded to the scorecard tab only for scorecards in "Complete" status i.e. saving manual changes and re-loading a scorecard which is not in complete status will simply re-calculate as always.
While making manual changes to scorecards is to your discretion (intended for use only as a last resort when there is a scorecard query and urgent attention is required to issue a certificate), it can also be very helpful for Joint Ventures where the contributing companies/ scorecards do not exist in your database, and for which you only have total element scores. In this case you could simply create a new company and scorecard for the JV, load the blank scorecard and manually edit the scorecard tab to depict the final scores of the JV (you would need to calculate these manually). When done, force the scorecard to complete status and generate the certificate as required.
5. Client Access Provisions
We have had many requests to extend BEE Trax to your client base. We have therefore made some important user access changes to ensure that your clients only see what they are supposed to.
The client access rights has the following user restrictions:
- Access to allocated scorecards only. This is managed through your normal allocation process step by selecting the client as one of the analysts.
- Limit the items available on the actions menu – normally limited to only allow loading scorecards, and not company or scorecard header information. Can be customised to allow scorecard scenario planning for example.
- No view of your process steps on the stage menu
- No access to selected sheets – by default the Calculations tab is restricted as you possibly don't want to share your method of calculating BEE scores with your clients. This can however be customised to your choice.
Please contact us if you would like to set up any client access to your modules (Note that there is an additional charge for this extended access right)
6. Scorecard Scenario
This function was previously available for consultancies, and has now been extended to all modules. The purpose of the scorecard scenario is to provide a scenario view of the scorecard while retaining the ScorecardNo. The scenario is denoted by "-S1", "-S2" etc … after the ScorecardNo.
To use this function simply right-click on the selected scorecard and choose "Scorecard Scenario" from the actions menu. This will create an exact copy of the selected scorecard to a new scenario. You can then make changes to the scenario e.g. change scorecard to the revised codes in the Scorecard Header (tip – edit the scorecard name as well so that you can clearly identify each scenario), load the scorecard scenario and make any relevant changes. When generating reports from scenario's, the report/certificate number will contain the scenario suffix as well.