Assurance on the Integrity of Provincial Tourist Guide Database
Office of the Provincial Registrar oversees the registration of tourist guides in Mpumalanga through a web-based system ensuring data integrity and disaster recovery. The process includes application approvals, badge allocation, unique guide numbers, and self-update features for guides. The system facilitates efficient management and tracking of all stages of registration, promoting transparency and accountability.
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ASSURANCE ON THE INTERGRITY OF THE DATABASE OF PROVINCIAL TOURIST GUIDE REGISTER
INTRODUCTION: OFFICE OF THE PROVINCIAL REGISTRAR The MEC responsible for tourism in each province appoints the Provincial Registrar of Tourist Guides in terms of (Sect 49 (1) of the Tourism Act, 2014 In Mpumalanga this function has been delegated to Mpumalanga Tourism and Parks Agency (MTPA) In terms of MTPA s internal arrangement, this function is placed under Tourism Programme as a separate Business Unit 8
REGISTRATION OF TOURIST GUIDES Mpumalanga utilise web-based/online tourist guide registration system to process registration of tourist guides The registration system has a number of benefits, namely: (i) All registration information is captured on the Tourist guide registration system and stored on the organisational servers for storage and back-up as part of our Disaster Recovery Plan; (ii) Enables segregation of duties i.e. Registration officers capture and make entries in the electronic form and the Provincial Registrar checks and approves valid applications; and (iii) The system has the capacity to provide automatic notification to the office before the expiry of registration via sms and e-mail
REGISTRATION OF TOURIST GUIDES (Cont) Badges are added (allocated) once the Provincial Registrar approves the application. There is a badges section to check ordered/pending badges. Tourist guide (MP) number is also automatically generated to a tourist guide once the Provincial Registrar approves the application. Search function allows to search with name, surname, registration (MP) number, ID, race and gender and an export can be done for the selection or for all tourist guides. Tourist guides have a separate admin panel where they can log into which has their profile to send application/edit/pay. The tourist guide will first need to register through listings mpumalanga.com (and select register as a tour guide).
REGISTRATION OF TOURIST GUIDES (Cont) The Registration Officers and the Provincial Registrar can view each registration stage by clicking on pending/For approval/Active/Expired A renew button links to the database of registered tour guides, the Registration Officer can then update tourist guides details and resubmit for Provincial Registrar to approve the renewal. The MP number stays the same and a badge is only ordered if the tour guide requests a new one. Tourist guides are able to update their own details when logging onto their account, once they submit the Provincial Registrar will need to approve.
VERIFICATION OF APPLICATIONS Applications are received physically by way of walk-ins or through the online application process. All documents received from applicants must be certified copies. All documents required must accompany the application, e.g. ID, Cathsseta certificate, first aid, work visa etc before registration can begin. A mandatory checklist is in-build to the registration system ensuring credibility of data and that all requirements are met. Unless all registration requirements are met and entries are made on the compulsory fields, the system will not allow an application to be forwarded to the Provincial Registrar for further processing.
VERIFICATION OF APPLICATIONS (Cont) Compulsory entries: valid first aid certificate, drivers licence/PDP, registration form accompanied by a signed Code of Conduct, Cathsseta certificate, ID document (if not SA citizen: passport or valid work visa), Assessment letter, photograph, payment The valid tourist guides are kept on the registration system and further backed-up by a data currently sitting on the Word spread sheet which mirrors the online registration database. In addition to registration system electronic filing, physical filing for storage and backup is also conducted. Through a click of an Active button, the users of the registration system are able to identify valid registered tourist guides
CHALLENGES TO REGISTRATION DATABASE INTERGRITY If tourist guides do not present us with credible information, then our registration database will not be reliable and accurate thus negatively affect the integrity of our database e.g. incorrect cellphone numbers, ID numbers etc. Human error is also a factor when making entries, however where these are identified they are immediately corrected. Inability to validate information provided due to lack of interface between our registration system with other organs of state to establish death, correct ID numbers, criminal records, valid qualification certificates etc (Department of Home Affairs, SAPS, CATHSSETA).
PROGRAMMES IMPLEMENTED Tourist guiding training and development (training and upskilling of tourist guides). Education and awareness campaigns. Conducting campaigns on the use and benefit of registered tourist guides Tourist guiding promotion. Sharing relevant information to various stakeholders and publishing it on our social media platforms (Facebook, Twitter, Instagram). Covid-19 Tourism Relief Funding. As part of Mpumalanga Covid- 19 Tourism Recovery Plan, provincial tourist guides were also assisted though the provincial Covid-19 Tourism Relief Funding
PROGRESS ON THE CLEANUP OF THE DATABASE Most of the shortcoming on the database were mainly due to human error. These came to light during the administration of the national tourist guide relief fund. A number of queries on which information was required were due to incorrect ID numbers entered on the registration system. These have since been corrected by retrieving information sitting on the physical files and comparing it with data on the database and liaison with the guides to ensure accuracy and completeness. The migration of the registration database from Excel spreadsheet to electronic online registration system has improved the level of the reliability and accuracy of the data. The quality of information in the registration database is also enhanced through editing the dropdowns (add/remove).
