Generating QCTO MIS Exports

Summary

This guide walks you through generating QCTO MIS export files in skillSYMS — the fixed-width data files the Quality Council for Trades and Occupations requires for learner registrations, assessment results, achievements, and registered staff. You will learn how to set export filters, use strict-mode validation to catch errors before submission, work through the fix-it checklist when an export is blocked, and download the final file.

Who This Guide Is For

• Skills Development Providers (SDPs) responsible for QCTO submissions
• Administrators managing compliance reporting
• Operations staff who prepare data files for the QCTO MIS portal

Prerequisites

Before you begin, ensure you have:

• Learners enrolled with validated SA ID numbers (or alternate ID details)
• Programmes linked to the official QCTO catalogue
• Assessment results captured and moderated for achievement exports
• The QCTO MIS portal credentials for manual upload after download

Important: skillSYMS uses a hybrid, manual-first approach. The platform generates compliant files, but you upload them to the QCTO MIS portal yourself.

Step 1: Open the QCTO Exports Workspace

Navigate to Exports → QCTO Exports.

You will see cards for each available export type:

Export	Purpose
QCTO01	Learner Registration (biographical + enrolment data)
QCTO02	Assessment Results (competency achievements)
QCTO03	Workplace Approval (WBL site data)
QCTO04	Assessor Registration
QCTO05	Moderator Registration
QCTO06	Achievement Data (certification requests)

Each card has a Generate Export button and a View Format button.

Tip: Click View Format on any card to see the exact fixed-width field specification, character positions, and a sample output line before you generate.

Step 2: Set Your Export Options

In the right-hand Export Options panel:

1. Choose a Programme (or leave as All Programmes)
2. Set a From Date and To Date to scope the reporting period

These filters apply to whichever export you generate next.

Step 3: Choose Your Export Strictness

The Export Strictness panel controls how rigorously records are validated. Tick the checks you want to enforce:

• Require Catalogue Link — only export programmes linked to the official QCTO catalogue
• Require Valid SA ID — only export learners with valid 13-digit SA ID numbers
• Require Active Accreditation — only export offerings with confirmed accreditation

The badge updates to show Lenient, Partial, or Strict. Use Enable All Strict Checks to turn everything on at once.

Tip: Run a strict export first. It surfaces data problems early so QCTO does not reject your file later.

Step 4: Check Export Readiness

Review the Export Readiness panel. It shows total learners, how many are export-ready, and a breakdown of issues such as missing catalogue links, invalid SA IDs, and pending accreditation. Resolve high-count issues before generating.

Step 5: Generate the Export

On the export card you need (for example QCTO01), click Generate Export.

The export is queued and processed in the background. A progress modal polls for completion and then shows one of three outcomes:

• Export Complete — a download link appears
• Export Blocked — strict-mode validation failed (see Step 6)
• Export Failed / Timeout — check Recent Exports for status

Step 6: Work Through the Fix-it Checklist (If Blocked)

If the export is blocked, the modal shows a paginated Fix-it Checklist with each failing record, the reason, and a direct link to fix it:

Issue	Fix link
Missing catalogue link	Link to Catalogue
Invalid SA ID	Edit Learner
Missing offering	Create Offering
Pending accreditation	Update Offering

Fix the records, then return and re-generate. If you must proceed despite warnings, use Export Anyway (Lenient Mode) — this re-runs the export with strict checks off and excludes nothing.

Step 7: Download and Submit

When the export completes:

1. Click Download File to retrieve the fixed-width file
2. Log in to the QCTO MIS portal
3. Upload the file in the relevant submission section
4. Save the confirmation/reference number for your records

Generated files also appear in the Recent Exports list with their status and a download link.

Common Mistakes to Avoid

1. Skipping strict mode — a lenient export may include records QCTO will reject, costing you a resubmission cycle
2. Wrong reporting period — confirm the From/To dates match the submission window
3. Unlinked programmes — QCTO01 requires a valid catalogue/qualification code; link programmes first
4. Unmoderated results — only export QCTO02/QCTO06 achievements after moderation is final
5. Losing the reference number — always record the QCTO portal confirmation against the export

Verification Checklist

Before submitting to QCTO, verify:

• Programme and date filters are set correctly
• Export readiness shows no blocking issues
• A strict-mode export completed without being blocked
• The downloaded file matches the expected format (use View Format to compare)
• The QCTO portal accepted the upload and you saved the reference

Next Steps

• NLRD & SETMIS Exports — Other regulator submissions
• EDLES Exports — DHET exam data files
• Reporting & Exporting — Overview of all export workflows
• Audit Readiness Checklist — Prepare for compliance audits
• Statement of Results — Learner achievement records