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SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD THAT HAS PASSED THE END DATE: 

Conduct project documentation management to support project processes 
SAQA US ID UNIT STANDARD TITLE
10137  Conduct project documentation management to support project processes 
ORIGINATOR
SGB Project Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Project Management 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 4  NQF Level 04  6 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "Reregistered" 		 2005-02-09  2005-11-30  SAQA 1058/05 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2006-11-30   2009-11-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard is replaced by: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
120376  Conduct project documentation management to support project processes  Level 4  NQF Level 04  6   

PURPOSE OF THE UNIT STANDARD 
This unit standard is a core standard and forms part of the qualification, National Certificate Project Management and is registered at Level 4 on the National Qualifications Framework. Learners accessing this standard will be involved in project management teams or involved in building small project management teams. These projects may be technical projects, business projects or developmental projects and will cut across a range of economic sectors. This standard will also add value to learners who are running their own business and recognise that project management forms an integral component of any business. Learners acquiring this standard will be able to explain project document management processes, use document filing and retrieval systems and prepare and provide project documentation.

The qualifying learner is capable of:
  • Using a paper based and/ or electronic filing system for a project.
  • Using standards for identifying, securing and finding documents.
  • Preparing and providing project templates to team members.
  • Preparing project documents for hand-over at the end of a project.
  • Describing and explaining project documentation management process. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
  • Learners accessing this qualification will have demonstrated competence against standards in project management practices or equivalent of NQF Level 3. 
    		•

    UNIT STANDARD RANGE 
  • Project level will include working as a leader in the context of a small project / sub-project involving few resources and having a limited impact on stakeholders and the environment or working as a contributing team member on a medium to large project when not a leader.
  • Projects will include all projects including technical, developmental and business related projects.
  • Documentation management systems will include computer based document control systems, computer based document tracking systems, manually operated document control systems
  • Templates will include: letters, memo`s, faxes, e-mail messages, minutes of meetings, document transmittal forms, various types of drawings, programme schedules, cost reports, equipment data sheets, specifications, procedures, standing orders, materials control documents (Orders, receiving, issued, inventory levels, stock counts), contracts, requisitions, budget authorisations, change notices, change orders, site instructions, rectification instructions, variation orders, petty cash vouchers, petty cash returns. 
    		•

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Use a paper based and/ or electronic filing system for a project. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. A filing system exclusively for the project is selected. 

    ASSESSMENT CRITERION 2 
    2. Project files are clearly named and structured to enable easy filing or retrieval. 

    ASSESSMENT CRITERION 3 
    3. An inventory for the project documentation is prepared and maintained 

    ASSESSMENT CRITERION 4 
    4. An audit trail for project documentation is selected and maintained. 

    ASSESSMENT CRITERION 5 
    5. All files and documentation are current, up-to-date, neat, clean and carefully maintained. 

    SPECIFIC OUTCOME 2 
    Use standards for identifying, securing and finding documentation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. All documents are named and filed to agreed standards. 

    ASSESSMENT CRITERION 2 
    2. Filing system is structured and indexed reflecting project, sub-project, phase and stage levels, management, quality and specialist (technical) products. 

    ASSESSMENT CRITERION 3 
    3. Multiple versions of documents are correctly filed and annotated. 

    ASSESSMENT CRITERION 4 
    4. Back-up and archive process are identified and utilised. 

    ASSESSMENT CRITERION 5 
    5. Sensitive documents are kept in safe custody and unauthorised access denied. 

    SPECIFIC OUTCOME 3 
    Prepare and provide project templates to team members. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. Templates and their components are identified and explained in terms of how they meet the needs of the project. 

    ASSESSMENT CRITERION 2 
    2. How and where to locate project documentation documents is documented and communicated. 

    ASSESSMENT CRITERION 3 
    3. Templates are prepared in accordance with requirements and accepted standards. 

    ASSESSMENT CRITERION 4 
    4. Templates are assembled and presented to enhance use and understanding. 

    SPECIFIC OUTCOME 4 
    Prepare project documents for hand-over at the end of a project. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. Hand-over project documents are prepared in correct format and within agreed time frame. 

    ASSESSMENT CRITERION 2 
    2. Hand-over project documents are complete, concise and in the required location and are handed over to appropriate individuals. 

    SPECIFIC OUTCOME 5 
    Describe and explain project documentation management process. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. The documentation system requirements are explained in relation to quality, access and traceability. 

    ASSESSMENT CRITERION 2 
    2. Document control requirements are explained. 

    ASSESSMENT CRITERION 3 
    3. Storage and retrieval functions and processes are explained. 

    ASSESSMENT CRITERION 4 
    4. Benefits of project documentation management are explained in terms of system design and use. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    The Services SETA, Education Training Quality Assurance Body (ETQA) or the GENFETQA will accredit providers and assessors against this standard. 

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    A demonstrated understanding of:
  • Methods and techniques of paper based filing and retrieval systems.
  • Methods and techniques of electronic based filing and retrieval systems.
  • Types of documentation templates used in project management.
  • Identifying, securing and finding documents on a project.
  • Attributes, descriptions, characteristics and properties of securing confidential and sensitive documentation.
  • Causes, effects and implications of uncontrolled changes and access to documentation.
  • Contractual importance of various types of documents.
  • Unique numbering systems for documentation 
    		•


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
  • Identify and solve problems related to the management of project related documentation. 
    		•

    UNIT STANDARD CCFO COLLECTING 
  • Collect, analyse, organise and critically evaluate information relating to the establishing, using and preparing of project documentation. 
    		•

    UNIT STANDARD CCFO COMMUNICATING 
  • Communicate effectively, ensuring smooth administration of project documentation. 
    		•

    UNIT STANDARD CCFO SCIENCE 
  • Use science and technology effectively and critically in the management and administration of project documentation. 
    		•

    UNIT STANDARD CCFO DEMONSTRATING 
  • Use science and technology effectively and critically in the management and administration of project documentation. 
    		•

    UNIT STANDARD NOTES 
    This unit standard has been replaced by unit standard 120376, which is ' Conduct project documentation management to support project processes ', Level 4, 6 credits. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  48818   Further Education and Training Certificate: Arts and Culture Administration  Level 4  NQF Level 04  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  CATHSSETA 
    Core  48909   Further Education and Training Certificate: Sanitation Project Facilitation  Level 4  NQF Level 04  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  EWSETA 
    Core  21160   National Certificate: Generic Project Management  Level 4  NQF Level 04  Passed the End Date -
    Status was "Registered"     		 2005-04-10   
    Core  14852   National Diploma: Agri Sales and Service Management  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  AgriSETA 
    Elective  49120   Further Education and Training Certificate: Film, Television and Video Production Operations  Level 4  NQF Level 04  Passed the End Date -
    Status was "Registered"     		 2007-12-02  Was MICTS until Last Date for Achievement 
    Elective  67229   National Diploma: Payroll Administration Services  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  SERVICES 
    Elective  35926   National Diploma: Payroll Administration Services  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Reregistered"     		 2009-03-31  Was SERVICES until Last Date for Achievement 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. ERGO MAPHELONG INSTITUTE (PTY) LTD 
    2. Sibikwa Arts Centr 
    3. The Forgotten Angle Theatre Collaborative 


    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.