SAQA 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.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Conduct project documentation management to support project processes 
SAQA US ID UNIT STANDARD TITLE
120376  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 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2015-07-01  2018-06-30  SAQA 10105/14 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2019-06-30   2022-06-30  

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 replaces: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
10137  Conduct project documentation management to support project processes  Level 4  NQF Level 04  Complete 

PURPOSE OF THE UNIT STANDARD 
Learners accessing this standard will be 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. 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

The qualifying learner is capable of:
  • Using a paper based and / or electronic filing system for a project
  • Using standardised processes for identifying, securing and finding documents
  • Providing project templates to team members
  • Preparing project documents for handover at the end of the project
  • Describing and explaining project documentation management processes 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
  • Learners accessing this qualification will have demonstrated competence in mathematics and communication skills at NQF level 4 or equivalent.
  • Learners accessing this qualification will have demonstrated competence in computer literacy and applicable software at NQF level 4 or equivalent.
  • ID 120372 - Explain fundamentals of project management. 

  • UNIT STANDARD RANGE 
  • Project level will include but is not limited to 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 may include but are not limited to all projects including technical, developmental and business related projects.
  • Documentation management systems may include but are not limited to computer based document control systems, computer based document tracking systems, manually operated document control systems.
  • Templates may include but are not limited to 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, timesheets, travel / expense claims, technical procedure related controls.
  • Policies and procedures may be organisation specified systems, policies and procedures or where these do not exist, accepted industry best practice. 

  • 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 
    A filing system exclusively for the project is developed and utilised according to project needs. 

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

    ASSESSMENT CRITERION 3 
    An inventory of the project documentation is prepared and maintained in accordance with agreed filling system. 

    ASSESSMENT CRITERION 4 
    An audit trail for project documentation is maintained according to agreed filing system. 

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

    SPECIFIC OUTCOME 2 
    Use standardised processes for identifying, securing and finding documents. 

    ASSESSMENT CRITERIA
     

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

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

    ASSESSMENT CRITERION 3 
    Multiple versions of documents are correctly filed and annotated in accordance with agreed filing system. 

    ASSESSMENT CRITERION 4 
    Back-up and archive processes are identified and utilised in accordance with agreed filing system. 

    ASSESSMENT CRITERION 5 
    Sensitive and /or confidential documents are kept in safe custody. 

    SPECIFIC OUTCOME 3 
    Provide project templates to team members. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Templates are prepared in accordance with requirements and accepted standards. 

    ASSESSMENT CRITERION 2 
    Templates and their components are identified and explained in terms of how they should be used. 

    ASSESSMENT CRITERION 3 
    Procedures for the usage of templates are explained and communicated to team members. 

    SPECIFIC OUTCOME 4 
    Assist in preparing project documents for handover at the end of a project or a project phase/stage. 

    ASSESSMENT CRITERIA
     

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

    ASSESSMENT CRITERION 2 
    Handover 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 processes. 

    ASSESSMENT CRITERIA
     

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

    ASSESSMENT CRITERION 2 
    Document control requirements for a project are explained with reasons for the control. 

    ASSESSMENT CRITERION 3 
    Storage and retrieval functions and processes are explained with examples of each. 

    ASSESSMENT CRITERION 4 
    Benefits of documentation management for a project are explained with examples. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An individual wishing to be assessed (including through RPL) against this unit standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA.
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this unit standard or assessing this unit standard must be accredited as a provider with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • Using a paper based filing and retrieval systems
  • Using electronic based filing and retrieval systems
  • Templates used in project management
  • Identifying, securing and finding documents on a project
  • The causes and effects of uncontrolled changes and access to documentation
  • Identification systems for documentation 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    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 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 
    Demonstrate the world as a set of related systems understanding the impact of project documentation management on the overall success of the project. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    This unit standard replaces unit standard 10137, ' 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  65051   Further Education and Training Certificate: Arts and Culture Development Support  Level 4  NQF Level 04  Reregistered  2018-06-30  CATHSSETA 
    Core  50080   Further Education and Training Certificate: Project Management  Level 4  NQF Level 04  Reregistered  2018-06-30  SERVICES 
    Elective  50479   Further Education and Training Certificate: Advertising  Level 4  NQF Level 04  Reregistered  2018-06-30  MICTS 
    Elective  73298   Further Education and Training Certificate: Photography  Level 4  NQF Level 04  Reregistered  2018-06-30  MICTS 
    Elective  58779   Further Education and Training Certificate: Production Technology  Level 4  NQF Level 04  Reregistered  2018-06-30  MERSETA 
    Elective  58780   Further Education and Training Certificate: Quantity Surveying  Level 4  NQF Level 04  Reregistered  2018-06-30  CETA 


    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. Artshub Institute (Pty) Ltd 
    2. CREATIVE FOUNDATION TRAINING 
    3. Dizani Consulting cc (AMANZIMTOTI) (TP) 
    4. EFFECTIVE HUMAN INTERVENTION CC (Malanshof) (TP) 
    5. Footprint Media academy Pty ltd 
    6. JESUA CONSULTANTS (Hartenbos) (WA) 
    7. Jesua Consultants (Pty) Ltd (MOSSEL BAY) (TP) 
    8. Organisational Development International (TP) 
    9. Production Management Institute 
    10. Production Management Institute of Southern Africa (PMI) 
    11. Production Management Institute of Southern Africa (PMI) - Durban 
    12. QTE Training & Consulting cc T/A QTE (GERMISTON) (TP) 
    13. Rema Tip Top SA (Pty) Ltd (BENONI) (TP) 
    14. South African Film Institute 
    15. SSS Sheet Metal Work cc T/A Sheetech SA (DURBAN) (TP) 
    16. Toyota Academy Toyota SA Motors (Pty) Ltd (ISIPINGO) (TP) 
    17. Training Force (Pty) Ltd 
    18. Wilbat Projects 148 (Pty) Ltd (ISIPINGO) (TP) 
    19. Y3K Training cc (CAPE TOWN) (TP) 



    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.