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Comprehensive Reserve Processing Procedure and Documentation Flow

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This document outlines the complete procedure for processing a reserve request from initial submission to final approval. It details each step, including the roles of various personnel such as the DWA Regional Officer, Chief Directorate, and RR Admin Officer, alongside the necessary documentation like the completed checklist and specialist report. The flow includes logging into the Letsema and RR tracking systems, handling information sufficiency assessments by the Study Manager, and the approval process from delegated authorities. It serves as a blueprint for efficient reserve management and documentation.

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Comprehensive Reserve Processing Procedure and Documentation Flow

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  1. Reserve Processing Procedure Diagram Letter of Request for Reserve, completed checklist & specialist report sent in by DWA Regional Officer / Record of Recommendation (RoR) sent in by Letsema Team Letsema Team Regional office Received by Chief Directorate: RDM Received by RR personnel Sent to RR Admin Officer: creates a reference no; sends acknowledgement email to Regional Office, sends to RR personnel RoR sent to RR personnel: Log into Letsema & RR tracking system, to AD’s office Letter, checklist sent to RR personnel: Log Reserve into GW tracking ; sends to AD’s office RR:SM collects Reserve from office of the AD:RR RR: Study Manager RR:Study Manager (SM) checks if all info has been provided Insufficient information Sufficient Information Contact DWA Regional Officer RESERVE DETERMINATION AND WRITE UP Sent to AD, DD and D to be checked. *AD = Assistant Director *CD = Chief Director *DD = Deputy Director *D = Director *DWA= Department of Water Affairs *GWRR = Groundwater Reserve Requirements *IMS = Information Management System IWRP = Integrated Water Resources Planning *RR = Reserve Requirements *SM = Study Manager Accepted Not Accepted Send to RR personnel: Update RR tracking system Sent to Delegated Authority (CD:RDM) to be approved. Accepted Not Accepted Sent to Admin Admin: Send scanned copy to Regions, CD: RDM Senior Managers, CD: Regulation, CD: IWRP, RR personnel and Letsema managers. Make copies for registry files, complete tracking system, RR personnel: Save completed Reserve on DWA IMS for back up

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