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08 August 2023 | Story EDZANI NEPHALELA | Photo EDZANI NEPHALELA
Mbulelo Aven Jafta and Dr Engela van Staden
Mbulelo Aven Jafta, Xhariep Municipality Corporate Services Director, and Dr Engela van Staden, Deputy Vice-Chancellor: Academic at the UFS, sign a memorandum of understanding to enrich various communities in the Xhariep Municipality areas through leadership training.

The University of the Free State (UFS) has signed a memorandum of understanding with the South African Local Government Association (SALGA) and the Xhariep Municipality that is aimed at positively impacting communities through strategic partnerships. The organisations plan for their collaboration to make a significant difference by training 35 of their employees via the UFS Business School – 15 will undertake the Foundation Skills Short Learning Programme, and 20 the Bachelor’s degree in Management Leadership.

This joint effort will equip these employees with essential skills and knowledge and empower them to carry out their responsibilities efficiently and effectively. Rooted in the UFS’s Vision 130, this initiative fosters positive change within the community by enhancing social justice and innovation.

Dr Engela van Staden, Deputy Vice-Chancellor: Academic at the UFS, emphasised the university's dedication to human resource development and empowering individuals. “We were very excited when we got this engagement with you, and I hope it will be fruitful for you, because that’s the intention. We are also reaching out to other municipalities because we are doing it for our country, and the sooner we do it, the better the services you will deliver to people.” 

Xhariep Municipality expressed gratitude for the collaboration, recognising its significance in empowering its employees. Mbulelo Aven Jafta, Corporate Services Director at the municipality, thanked the university for accepting the partnership. “As a municipality, we are interested in capacitating our employees to perform their duties optimally. It is through these partnerships that we reach our intended targets. This is the first two projects, and many more will be coming as our partnership progresses, and we intend to use this opportunity to the best of our abilities.”

Jafta said that such partnerships encourage a more interconnected and interdependent world. “As organisations work towards common goals, they create a ripple effect that can lead to a brighter and more promising future and play a vital role in shaping a positive and sustainable future.”

News Archive

UFS implements paperless meeting system
2004-08-20

 

The Management Committee of the University of the Free State ’s (UFS) Executive Management recently entered the electronic environment of more effective and centralised meeting and decision-making administration by implementing ‘n computerised meeting system.

With this the UFS became the first higher education institution in the world to use the PARNASSUS-meeting management system. PARNASSUS , which refers to a mountain in the Greek mythology, is a licensed system from CIPAL in Belguim – a developer of software for a variety of applications.

“In stead of coming to a weekly management meeting with a file of documentation, each member now walks in with his/her laptop and the whole meeting procedure takes place electronically,” says Prof Sakkie Steyn, Registrar: General at the UFS.

At the same time the secretary registers the minutes point by point on the PARNASSUS programme. At the end of the meeting, after certain technical finishes are done, the minutes are distributed to members of the meeting and their secretaries/office managers. The draft minutes is also distributed to those who must implement decisions and prepare implementation steps. These staff members are given security clearance beforehand.

“The system is unique due to the fact that a translation engine has been built into the agenda and minute system. Agenda items can be submitted in Afrikaans and then automatically be translated in English by means of the interactive translation engine, or vice versa. The same principle applies to the minutes,” says Prof Steyn.

According to Prof Steyn the translation engine was develop with the expert assistance of the UFS’s Unit for Language Facilitation and Empowerment (ULFE). Word strings from previous minutes are now being added to the corpus of the translation engine.

“The system enables the secretary to continuously monitor which points are submitted for the agenda and if these points comply with the set standards namely clear recommendations, background and proposed implementation steps. The agenda is closed at a certain moment and no new points can then be added. The secretary does certain technical finished by means of a final classification of point and annexures. The draft agenda is then sent to the chairperson for approval, after which the agenda is electronically sent to members of the meeting and their secretaries/office managers for preparation,” says Prof Steyn.

“After the minutes have been approved at the next meeting, it is saved on the PARNASSUS decisions data base. The tracing of decisions made during previous meetings can be done by any person with the necessary security clearance. This is different from the past where stacks of documents had to be searched to find a decision,” says Prof Steyn.

According to Prof Steyn the secretariat and meeting administration services at the UFS has now entered a fully virtual and electronic environment. This will enhance effective decision making tremendously. “The PARNASSUS system saves us costs and time and the decentralisation of submissions to meetings lessens the work at centralised points,” says Prof Steyn.

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