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intermediate ⏱️ 15 min read

Reporting & Exporting

Generate QCTO MIS exports, compliance reports, and learner data exports from skillSYMS.

For: Training Providers Employers Administrators

Summary

This guide covers how to generate reports and exports from skillSYMS, including QCTO MIS data files, compliance reports, and custom data exports. Learn the hybrid workflow for manual SETA submissions.

Who This Guide Is For

  • Administrators responsible for SETA reporting
  • Quality assurance managers
  • Operations staff generating reports
  • Anyone needing to export learner data

Current Export Approach

Important: skillSYMS currently uses a hybrid/manual-first approach. The system generates compliant export files, but you must manually upload these to SETA portals. Direct API integration with QCTO/SETAs is planned for future releases.

QCTO MIS Exports

Understanding QCTO Export Formats

ExportPurposeContents
QCTO01Learner RegistrationLearner demographics, programme enrollments
QCTO02Learner AchievementAssessment results, completion status

Generating QCTO01 (Registrations)

  1. Navigate to Exports → QCTO MIS → QCTO01
  2. Select the reporting period
  3. Choose programmes to include
  4. Click Generate Preview

The preview shows:

  • Number of records
  • Validation status
  • Any errors requiring attention

Fixing Validation Errors

Common errors and solutions:

ErrorCauseSolution
Invalid ID numberTypo in SA IDCorrect in learner profile
Missing start dateEnrolment incompleteUpdate enrolment record
Invalid qualification codeProgramme misconfiguredVerify programme settings
Duplicate recordLearner registered twiceMerge or remove duplicate

Generating QCTO02 (Achievements)

  1. Navigate to Exports → QCTO MIS → QCTO02
  2. Select the reporting period
  3. Filter by completion status if needed
  4. Click Generate Preview

Achievement exports include:

  • Learners who completed
  • Assessment outcomes
  • Certification status

Downloading Export Files

Once validation passes:

  1. Click Generate Final Export
  2. File is generated and stored in R2
  3. Download link appears (valid for 24 hours)
  4. File is also stored in Exports → History

Submitting to QCTO/SETA

After download:

  1. Log in to the SETA portal (e.g., QCTO, relevant SETA)
  2. Navigate to their upload section
  3. Upload the generated CSV file
  4. Complete any required declaration
  5. Save the confirmation/reference number

Tip: Save SETA confirmation references in skillSYMS notes for audit purposes.

Compliance Reports

Available Reports

ReportDescriptionUse Case
Enrolment SummaryActive learners by programmeBoard reporting
Progress ReportCompletion rates, at-risk learnersOperations management
Assessment SummaryAssessment outcomes by moduleQuality review
Evidence CompletenessEvidence gaps per learnerPre-audit preparation
Assessor ActivityAssessments per assessorResource planning
Audit TrailAll system activitySecurity, compliance

Generating Reports

  1. Navigate to Reports
  2. Select report type
  3. Set parameters (date range, filters)
  4. Click Generate
  5. View on screen or download (PDF, Excel, CSV)

Scheduling Reports

For regular reporting needs:

  1. Navigate to Reports → Scheduled
  2. Click Add Schedule
  3. Select report type
  4. Set frequency (weekly, monthly)
  5. Choose recipients
  6. Reports are emailed automatically

Custom Data Exports

Bulk Learner Export

Export learner data for external use:

  1. Navigate to Learners → Export
  2. Select fields to include
  3. Apply filters if needed
  4. Choose format (CSV, Excel)
  5. Download

Available fields:

  • Personal details
  • Contact information
  • Enrolment details
  • Progress metrics
  • Assessment summary

Evidence Export

Export evidence files for backup or transfer:

  1. Navigate to Evidence → Bulk Export
  2. Select learners or programmes
  3. Choose evidence types
  4. Click Generate Package
  5. Download ZIP file

Note: Large exports may take time. You’ll receive an email when ready.

POPIA Considerations for Exports

When exporting data, remember:

  • Purpose Limitation: Only export what you need
  • Security: Protect exported files appropriately
  • Access Control: Limit who can generate exports
  • Audit Trail: All exports are logged
  • Data Minimization: Consider anonymizing where possible

POPIA-Safe Export Options

skillSYMS offers options for sensitive exports:

  • Mask ID Numbers: Show only last 4 digits
  • Exclude Contact Details: Remove phone/email
  • Anonymize: Replace names with codes

Export History and Audit

Viewing Export History

Navigate to Exports → History to see:

  • All generated exports
  • Who generated them
  • When they were generated
  • Download counts

Audit Trail

For compliance, the system logs:

  • Export timestamp
  • User who initiated
  • Parameters used
  • Number of records
  • Download events

Common Issues

Export Takes Too Long

Solution: For large exports:

  1. Narrow date range
  2. Export in batches by programme
  3. Schedule for off-peak hours

Validation Errors Won’t Resolve

Solution:

  1. Check the specific error message
  2. Navigate to the affected learner record
  3. Make corrections
  4. Re-generate export

File Rejected by SETA Portal

Solution:

  1. Check SETA-specific format requirements
  2. Verify file encoding (UTF-8)
  3. Remove special characters if present
  4. Contact SETA support if needed

Next Steps

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