Extending Student System with Work Integrated Learning (BSS)

Project Description

Request submitted by Prof Robert Balfour

Message from Prof Marlene Verhoef to campus Deans (02 Aug 2015):

During a meeting held last week involving academic colleagues as well as colleagues from the IT department, it became evident that a distinct need exists for the expansion of the current student system in order to incorporate data relevant to work integrated learning and/or student practical matters.

the meeting became are aware of the huge need that exists in regard of teacher training but do not have first-hand information in regard of the need of other relevant disciplines or projects in this regard.

In order to get a project team established that is to start with the development of the specifications for the expansion of the student system to host this data, you are kindly requested to indicate by the end of the working day, 7 August 2015, whether a staff member from your faculty/department/ community project is to be included to the project team in order to see to it that your needs are sufficiently accounted for, and to include the name of such a staff member.

Upon receipt of the relevant names, the project team will start with the development process.

The assumption is that if no response is received from you by the set time, it would be regarded that you do not have any specific needs that would need to be accounted for at a systems level.

Thank you very much for your urgent attention to the matter. Looking forward receiving your feedback in due course.



Project Progress


Project Timing

  • Start
    May 01 2019
  • End
    Dec 18 2020

05/01/2019 12/18/2020


Overall Project Completion

  • 20%
  • 60%


  • 40%
  • 80%

Project Discussion 25 Responses to Extending Student System with Work Integrated Learning (BSS)

  1. Phase 1 – Education – Service providers – Completed Jan 2020
    Phase 2 – Education – Student placements – Completed Feb 2020
    Phase 3 – Education – Lecturer placements for assessments – Completed Apr 2020
    Phase 4 – Education – Transport and accommodation – Completed Apr 2020
    Phase 5 – Education – Communication (Email & SMS) – On hold to be completed after phase 11
    Phase 6 – Nursing and Pharmacy – Service providers – Completed May 2020
    Phase 7 – Nursing and Pharmacy – Students – Completed Jun 2020
    Phase 8 – Nursing and Pharmacy – Student attendance – Completed Jul 2020
    Phase 9 – Nursing and Pharmacy – Student Placements – Completed Jul 2020
    Phase 10 – Nursing and Pharmacy – Mobile app – In progress
    Phase 11 – Nursing and Pharmacy – Reporting – In progress

    July 31, 2020 at 1:10 pm
  2. Phase 1 implemented – Service roviders – Create andload capacities – went live 29/11/201
    Phase 2 – Student placements – went live 21 Febr 2020Go
    Phase 3 – Lecturer placements for assessments – Live Feb 2020
    Phase 4 – Incorporate Pharmacy
    Phase 5 – Incorporate Nursing

    February 24, 2020 at 11:17 pm
  3. Phase 1 implemented – Service roviders – Create andload capacities – went live 29/11/201
    Phase 2 – Student placements – Go Live Jan 2020
    Phase 3 – Lecturer placements for assessments – Go Live Feb 2020
    Phase 4 – Incorporate Pharmacy
    Phase 5 – Incorporate Nursing

    December 11, 2019 at 10:46 am
  4. We are currently out on tender for a new WILS/SL system. Faculties of Education and Helath Science (Nursing & Pharmacy) will be part of the development round 1. Education has the biggest need at the moment so that they can do placements from November onwards. We hope to get started in August with the development needed.

    A SteerCo will handle the Governance as well as a Management committee and the project team.

    July 12, 2019 at 3:33 pm
  5. Email from Gerhard du Plessis – newly appointed Project manager.

    Dear Colleagues,

    Thank you for a brisk and focused meeting on the matter.

    Included, find a short summary of the outcome of our discussions, following our meeting in the progress with the WIL system to date.

    Based on the fact that a lot of work has already been done, the following recommendations were made:
    We await the information on the WIL database requested by Franciska Bothma.
    We note the near-completion of the markers through which WIL/SL modules will be tagged.
    Gerhard will convene a working group to define the following:
    a framework of the process that will be followed during the consultation and stipulate the scope of information required from faculty partners.
    capture completed work in each of the stages of the framework.
    The members of the working group should include the following people (Gerhard will approach the identified team members after this meeting):
    SALA: Bram Schouwstra
    IT: Annemarie Bell, Paul Grobler
    CTL: Gerhard du Plessis (Lead)
    Community outreach: Bibi Bauwman
    Faculty Representation: Proff Niel Peterson, Ronel Pretorius & Michael Temane.
    Representative from Engineering for purposes of Service Learning
    The Working group will recommend a Faculty to:
    pilot/test the framework
    Draft specifications of such a system
    Determine whether a single system to track WIL, SL and Comm Engagement projects is plausible.
    These steps will take at least 6 months to complete, considering the busy schedules of the team members.

    Above-mentioned steps fall within Phase 1: Design, but does not constitute the full scope of Phase 1. Phase 2 will focus on the development of the pilot system. Phase 3 will include an implementation of the pilot. Phase During 4 an evaluation of the pilot system will be concluded. Phase 5 will focus on a strategy to roll-out the pilot to more faculties.

    May 20, 2019 at 5:17 pm
  6. DIscussion with Registrar on 7 Nov 2018:
    * Definition of WIL & SL unclear;
    * Business to formulate policy and business alignment
    * Stakeholders to be identified
    * Business decisions and implementation @NWU to be decided on
    * Business workshop planned for Nov 2018
    * IT will follow up in Jan 2019 on business progress to start with project

    November 8, 2018 at 10:09 pm
  7. This project is currently on hold until 1 January 2018 after Restructuring. We are however looking at ways to get someone to write a system for NWU.

    October 24, 2017 at 8:46 am
  8. A project meeting wa held after comparing @MINTO and WILMS. It was decided to go ahead with@MINTO. We are in the process of prioritizing the tasks.

    August 22, 2017 at 8:54 am
  9. @MINTO will be extended to NWU for Nursing during 2017.

    An upgraded version will be made available to NWU at no extra cost in order to sort out and test the newer version with the new functionality. NWU will also investigate the upgrade to using interfaces/integration/web services and the extension of @MINTO to also cater for the rest of NWU and the different practical work for the Pharmacists and Education etc.

    February 7, 2017 at 4:59 pm
  10. We looked at @MINTO and added our needs as agreed during our discussions. Our needs were sent to the developers and we await feedback. We have a system for Nursing for 2017 though.

    WILMS – still busy getting the needs together after feedbak from the project team. We will then proceed after that.

    November 14, 2016 at 4:37 pm
  11. The different schools evaluated the WILMS system and due date for replies was 21 October. The feedback will be looked at and a proposal sent to Mark @ TUT.

    In the meantime we also had discussions with @MINTO developers. They are prepared to give Nursing a free pilot system for 2017 to test the new functionality added to the current @MINTO system.

    The @MINTO system is currently only for the use of Nursing but can be extended. We will have to look at that since we want 1 system for the whole university.

    The decision will be between these 2 systems for now – both need extra work though.

    October 24, 2016 at 4:46 pm
  12. TUT (Dr Marius Wessels and Mark Muwanguzi ) came to demonstrate the TUT-WIL Management System to the faculties at NWU. Everybody was very impressed and NWU needs to send Mark some specifications regarding a pilot to be done in October 2016. The 3 Faculties identified were Nursing, Education and Pharmacy. All 3 do WIL differently – Pharmacy is not that advanced yet, but Nursing is a lot more complicated and intricate.

    Will keep you informed.

    Some info on the system itself:
    1. The system is built on open source platforms and technologies BUT is not an open source system. I planned the full architecture, designed and developed the system myself.

    2. Currently I handle the support of the system but we are putting a team together to assist with that. However, for obvious reasons, I will be the primary developer.

    a. If you need any changes I will work on them

    b. WILMS has no affiliation to TUT, so if I leave TUT, everything remains exactly as it is. I will continue to support the system for as long as you want to use it.

    3. I project nursing module at TUT will go live beginning of next year because it isn’t a priority for TUT.

    I would suggest gathering all the requirements of your nursing department and tailor making your nursing module as nursing is one of your target schools.

    4. Institutional license entails:

    a.. Unlimited usage of the system for 12 months,

    b. Institutional support,

    c. Minor – mid changes & additions (major additions and changes will be billed separately)

    5. The system is currently implemented at VUT and TUT. We are currently working out specifics and funding for CUT. With regards to legacy systems, we are working with AdaptIT to pull information from the legacy system used by most UoT’s – ITS using SOAP. We agree with you, getting the information straight from the legacy system is a much smarter way of doing things and I’m sure it can be done.

    6. If I can get all requirements as soon as possible, we can have your pilot running sometime in October (depending on how much needs to be changed to fit NWU processes). In the mean time I can give you access to a clone of what TUT-WILMS looks like, this can give you a better understanding of the WILMS system and possibly show you what needs to be changed to fit NWU.

    August 29, 2016 at 3:53 pm
  13. After some discussions, a few institutions were identified where WIL modules already use formal systems to track.

    On 11 August, Dr Marius Wessels & Mark Ntume Muwanguzi from TUT, will demo their system they use.

    We will also look at NMMU – apparently they also have a system which Stellenbosch bought and changed a bit for their WIL purposes.

    Our strategic funds were also agreed on and will be paid over.

    Only a little bit of time is left of 2016 and I am not sure we will be able to develop a new system. I do think – if we cn buy something – we just might be able to do something and just implement integration. WIth the re-structuring on our doorsteps, that might be a tall order in any case.

    July 25, 2016 at 10:45 am
  14. This project was a bit quiet, although we explored some other suggestions. We received some strategic funds for this projhect and will continue in all earnest with this.

    June 14, 2016 at 9:29 am
  15. Bibi Bouwman addressed the Dean’s Forum. All went well and we got new interested parties involved.

    Paul Grobler will hold a workshop on information regarding modules and Training partners on 30 March. We are also in the process of applying for funds and with the help of prof Mariette Lowes, drafting a document.

    March 24, 2016 at 1:07 pm
  16. Bibi Bouwman will address the Dean’s during tomorrow’s meeting in me and Paul’s absence.

    The users sent us some feedback and more detail on certain requests.

    Prof Martin Oosthuizen sent us information on a new WIL system from the government called iWIL. It does not have the same purpose than our mission currently.

    Kindly be informed that the iWIL system has now been set up.

    Students who need placement for Work Integrated Learning (WIL) or for Workplace Based Learning (WBL) may register now by clicking on the link provided below and follow directives provided.


    Employers who have placement opportunities for students seeking placement for WIL or for WBL may also register now by clicking on the same link provided above and follow directives provided.

    The link can be accessed from the Departmental website: http://www.dhet.gov.za

    Contact us: Call Centre: 0800 87 22 22 or 086 999 0123

    March 8, 2016 at 9:58 am
  17. The Dean’s meeting is on 9 March. Neither myself nor Paul will be able to attend due to a conference in Pretoria. We await feedback from the users since they got some homework.

    According to Pharmacy department, no new course modules can be created for their 1st, 2nd and 3rd year students due to a moratorium on the creation of new modules till 2017. They await new directives from Higher Education in this regard.

    February 23, 2016 at 8:30 am
  18. The presentation to the Deans is scheduled for March 2016.
    Mari applied for strategic funds (for possible development)

    February 15, 2016 at 12:49 pm
  19. A very successful workshop was held on 3 February. The next step will be to zoom in on some of the needs and discuss even further. On the Deans forum, I have to give 15 minutes feedback on what WIL is and the impact etc. We are hoping more people will realize they have to participate in the WIL project.

    February 12, 2016 at 1:57 pm
  20. The workshop with the campus representatives is scheduled for 03 Feb 2016.

    January 26, 2016 at 10:26 am
  21. Prof Marlene Verhoef is the sponsor but no actual funding was approved as of yet. A meeting is scheduled for next week (with Prof Martin Oosthuizen) to identify the business owner. Only then will we be able to make more certain decisions regarding funding, resources etc.

    In the interim the meetings with the main groups are already in process to identify their needs and scope the request.

    The Mafikeng- and Vaal campuses are still not represented in the investigation.

    Nursing; Pharmacy & Education.

    November 10, 2015 at 9:54 am
  22. Meeting with the workgroup is scheduled for 01 October 2015. Representatives from all campuses are included in the workgroup

    September 8, 2015 at 9:07 am
  23. Workshop is scheduled for 01 Oct (with all stakeholders on all campuses)

    September 1, 2015 at 9:53 am
  24. Formal feedback from IT Project-office regarding Prof Balfour’s request for replacement/new Work Integrated Learning system and referring to the discussion on 29 July in the IM registrar’s office.
    Feedback since this discussion:
    Communication from Registrar’s office – Completed
    Names from faculty representatives – Nearly done, awaiting 2 or 3 faculty response which is followed-up again
    Follow-up discussion with Bibi Bouwman regarding reporting and policy on Work Integrated Learning – completed
    First high level workshop for context, expectations – to be scheduled in September
    Detail workshop analyzing detail – TBD
    Impact analysis to determine scope, resources, budget, project plan – TBD

    IT contact for this project will be Anna-Marie Bell and Paul Grobler.

    August 25, 2015 at 11:17 am
  25. Faculties involved in the project:
    Engineering; Nursing; Agriculture; Education; Social Services; Pharmacy; all campuses.
    At the moment Nursing (MFC) is using Adminto.
    Symplicity might be a possible solution.

    August 25, 2015 at 9:22 am

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