ORGANIZATIONAL EFFECTIVENESS

ASSIGNMENT

Lecture: Mr. M Molefe

Due date: 04 October 2021
GROUP MEMBERS
Initials and Surname Student Number
RA NTHSANA 219027942

MW NTJANA 220015838

T NKOSI 221138871

S MAQASHALALA 221163097

NH NGOBENI 218104484

MG NGUBANE 220076141

D LIBUNYU 221044114

KE MUKADI 221138187

Z LARAWU 221014696

KS MOFOKENG 221160788
TABLE OF CONTENT
PAGE TOPIC

1 EXECUTIVE SUMMARY

2 INTRODUCTION

3 LITERATURE STUDY

4-5 METHODOLOGY

6-10 CURRENT FORM AND FORM

EVALUATION SHEET
11 CRTICAL QUESTIONING CHART

12-17 CURRENT FORM

18 DISCUSSION OF THE CURRENT FORM

Executive summary
 The assignment is about form design and planning.
 Our research was to evaluate on the current form and make improvements
by proposing the new one.
 To discuss the form flow chart of the current and proposed form flow chart.
 The method used to gather information is questionnaire.
 We used a critical questioning chart as a rubric to guide us.

INTRODUCTION

Transnet is a state-owned company, which was founded in 1990 February 19 th but was
formed as a limited company on the 1st of April 1990. It is located in Johannesburg
Carlton center (2001, 138 Ellof street). It consists of 55.946 employees. it was created
by restructuring into business units, the operation of south African railways harbors, etc.
Its objective its to ensure a globally competitive freight system that enables sustained
growth and diversification of the countries economy. It increases the connectivity,
capacity and density of the integrated port, rail and pipeline network. The aim is to
deliver safe, reliable, cost-effective, efficient and integrated services in order to promote
the economic growth of the country. It deals with:
 Rail Engineering
 Port terminals
 Freight rail
 Pipelines
 National port authority
Industries
Logistics and supply chain
Problems discovered in the form
 The form is not numbered.
 The blocks for population group regarding race, does not have the block for
“other”.
 The form doesn’t have enough instructions on what to do.
 The form does not have a postal address.
 The form does not have a date of birth.
 There is no space for guardian details.
 Parents profession is found under the applicant’s personal details.
 Does not have option for the disabled.
 The form does not include alternative cell number.
Literature review.
In our research we are evaluating the Transnet bursary application form. We discovered
that the Transnet form has some mistakes that need to be rectified. Therefore, we are
going to rectify those mistakes by proposing a new design form, in this way we will be
improving their previous form.

● What is a form: a form is a document consisting of spaces to enter, write or

select for a sequence of documents with the same content.
● There are different types of form namely: institution application form, bursary
application form, job application form, website form etc.
● A correctly designed form should be clear enough to read and allow easy entry of
data.
● Use of appropriate language.
● A form must create a better mental image and must have a logo.
What is being done in a form
● Applicants fill in the forms for them to get response from the certain companies or
institution that they would have applied at.
The use of form evaluation sheet.
● We use the form evaluation sheet to evaluate the form that has been designed to
check if the form is designed correctly.
● We do that by observing the form and rating it out of the certain amount given.
● The form evaluation sheet also helps us to improve in designing a new form, by
rectifying mistakes found on the evaluated one.
We therefore use the form flow chart to check the process that the form undergo after it
has been submitted.
METHODOLOGY
● is a study of methods used in particular study or activity.
● The method that we used is a questionnaire.
● We have visited the Transnet company (at the department which deals with
bursary application) for questioning based on their bursary application form. We
wanted to know more information about their bursary.
● We went there with some few questions that we prepared for them (questionnaire
type of a method)
Questionnaire: is a technique for gathering information about the attributes, attitudes or
actions of a population by a structured set of questions.
We can also regard questionnaire as the series of questions which we formulated in
order to collect information that we need based on the questions.
Questionnaire has two types of methods which are:
● Closed questions – consists of the type of questions whereby the respondents
are given options to choose from as answers and makes it easy to record the
answers, (include yes or no tick boxes, numbered response and word response)
● Open - ended questions - this allow respondents to give their own opinions in
their own words and express any thoughts that they feel are appropriate to the
questions, and answers may be in great detail.
To make the questions easier and not time consuming we created them based on both
closed and open-ended questions.

Questions that we created:

1. What is your company logo? Transnet o or freight rails

2. Which color ink is suitable for the form?
 ○ Black
○ Blue
○ White
3. How should a form be created?
4. Who designed the form?
5. What is the use of the form?
7. Explain the bursary form flow chart of your company?
8. Who is responsible for the data capturing of the applicants’ forms?
9. Is there a possible way which applicants can get hold of the form besides online?
10. Describe the process of the bursary form?
11. Are all students eligible to apply or a few with certain requirement are eligible to
apply?
12. Why is the bursary not applicable to the disabled?
 FULL TIME BURSARY APPLICATION FORM

Please complete this form using BLOCK LETTERS.

CLOSing daTE: 31 JuLy fOR SuPPORT ThE fOLLOwing yEaR. MuST BE
fiLLEd OuT in ThE aPPLiCanT’S Own handwRiTing.
PERSOnaL dETaiLS
Title (Mr, Mrs, Miss): Male Female

Full Names:

Surname:

South African ID No:

Population Group: African Coloured Indian White

Home Address:

Province: Code:

Municipality:

Email:
Telephone No.: Cell Phone No.:

Have you been convicted of a crime? If yes, please specify:

Parents Profession: Mother Father

Is your parent a Transnet employee, if yes give their SAP no.:

Are you receiving or have you received another bursary / student loan? igation:
If yes, state the name of the institution that granted the bursary / student loan and the obl

aPPLy TO: Transnet Freight Rail, Capacity Development Department, 15 Girton Road, Inyanda
2, 3rd floor, Parktown, 2193 Tel: (011) 584 1192 Fax: (011) 774 9235 email:
bursaries@transnet.net Transnet reserves the right to use the information provided herein for its
reporting purposes.

SChOOL QuaLifiCaTiOnS

CuRREnT STudiES aT uniVERSiTy

Proposed / Current course of study:

University you wish to / currently attending:

Present year of study:

Major subjects for degree:

PLEaSE aTTaCh COPiES Of ThE fOLLOwing:

- Certified copies of your ID. - Acceptance Letter / Proof of Registration.
- Matric Certificate / recent Academic Records. - Short CV.

inCOMPLETE aPPLiCaTiOnS wiLL nOT BE COnSidEREd.

Not all applicants will be interviewed, correspondence will only be conducted to candidates who
have been short-listed for interviews.

dECLaRaTiOn
I, the undersigned, hereby declare that I understand the questions in this application form and that the answers
given to all of them are true.

APPLICANT’S SIGNATURE: DATE:

HOW DID YOU HEAR ABOUT TRANSNET’S BURSARY PROGRAMME?

Transnet Website Rail Cadet / Techno Girl University Careers Office

Exhibition (Specify below) Publication (Specify below) Other (Specify below)

Specify:

aPPLy TO: : Transnet Freight Rail, Capacity Development Department, 15 Girton Road, Inyanda
2, 3rd floor, Parktown, 2193 Tel: (011) 584 1192 Fax: (011) 774 9235 email:
bursaries@transnet.net Transnet reserves the right to use the information provided herein for its
reporting purposes.

Discussion on the current form flow process

 The form is found online on their website(
https://www.transnet.net/Career/Transnet%20Bursary/Transnet%20Bursary
%20Application%20Form.pdf)
 Applicants get access to download or fill it in online.
  Then they supposed to submit the form using their email bursaries@transnet.net
or hard copy submission at: Transnet Freight Rail, Capacity Development
Department, 15 Girton Road, Inyanda 2, 3rd floor, Parktown, 2193 or fax using
their fax number (011) 774 9235.
 Then it is taken to the capacity development department for both screening and
shortlisting processes.
 The shortlisted candidates who met the requirements will be called for interview.
 The data of the applicants is captured, and they wait for further communication.

Form evaluation sheet

0=Non-existent, 1=Poor, 2=Good, 3=Very-good, 4=Excellent

Criteria 0 1 2 3 4
1 Does the form help to create a better mental image?

2 Is the logo placed correctly?

3 Does the firm have a code number?

4 Is the general purpose of the form stated clearly in

the title?

5 Are the adequate margins provided for binding the

filing purpose?
6 Where were lines used are they complementary to
the overall appearance of the form?
7 Is the letter type chosen best suited for legibility?

8 Is the letter size chosen best suited for legibility?

9 Does the form allow foe easy use of data?

10 Are included fields necessary and clear?

11 Does the form allow for easy entry of data?

12 Are the quality, size, and grain of the paper correct

for the purpose of the form?
13 Is the form designed economically justifiable?

14 Is the usage of the language in the form acceptable?

15 Is the communication level of the language suitable
for the user of the form?
16 Are all necessary fields present?

17 Are all the length of the fields, correct?

18 Are the data grouped in the logical order?

19 Are the samples of the type of paper to be used

included?

20 Completion of printer’s notes (e.g., ink colors, etc.)

0 1 8 15 28
SUB-TOTAL
52
TOTAL
Critical Primary Questions Secondary Questions
Areas
Current Dysfunctions 1st 2nd Proposed
situation alternative alternative solutions
What is Applicants The Planning
being done? fill in the application new
form to process strategic
qualify for takes too ways for
bursary. long to faster
provide application
applicants processing
with
feedback.

Improvement of the current form

PROPOSED FORM: TRANSNET

FULL TIME BURSARY APPLICATION FORM

INSTRUCTIONS:
● PLEASE complete the form using BLOCK LETTERS
● PLEASE fill all the spaces provided
● UNTITLED spaces will lead to your form not being considered
● Attach all copies required
● Write neatly and legibly
● Use TICKS on the blocks
● Fill in with black pen
● CLOSING DATE :31 JULY

APPLY TO: Transnet Freight Rail, Capacity Development Department,15 Girton Road,
Inyanda 2, 3rd floor, Parktown, 2193 Tel: (011)584 1192 Fax: (011)774 9235
Email: bursaries@transnet.net

APPLICATION NUMBER: FOR OFFICE USE ONLY

SECTION A: APPLICANT’S PERSONAL DETAILS

Title: Mr. Mrs. Miss.

Gender: Male Female

Date Of Birth: d d m m y y

Are you a South African Yes No

citizen?
1
Full names:
Surname:

South African ID No:

Race:
African Coloured White Other

Home address:

Postal address :

Code:

Province:

Municipality:
Email address:

Telephone number:

Cell number:

Alternative cell number:

Have you ever been convicted of a crime?

Yes No
If yes specify 2

Are you receiving or have received another bursary/study loan?

 Yes No
If yes state the name of the institution that granted the bursary and the obligation

SECTION B: SCHOOL QUALIFICATIONS

Grade 11 results Grade 12 results
(In case of matriculants). (Final or mid-term results). Tertiary results

Subject % Subject % Subject %

CURRENT STUDIES AT UNIVERSITY

• Current course of study:

• University you wish to or currently studying at:

• Provide Student Number if you have:

3
● Present year of study:

● Major subjects for degree:

SECTION C: PARENT/ GUARDIAN DETAILS
Title: Mr. Mrs. Ms.

Initials:

Are you a South African Yes No

citizen?

Full names:

Surname:

South African ID No:

Race:
African Coloured White Other

Home address:

Province:

Municipality: 4
Email address:

Telephone number:

Cell number:

Nature of the relationship:

Occupation/ Profession:

APPLICANT MAY PLEASE ATTACH COPIES OF THE FOLLOWING:

● Certified copy of your South African ID
● Acceptance letter /proof of registration
● Recent academic record
● Short essay letter to motivate your case.

PLEASE NOTE THAT INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

AND THAT ONLY CANDIDATES WHO HAVE BEEN SHORTLISTED FOR
INTERVIEWS WILL BE CONDUCTED.

DECLARATION
I………………… hereby declare that I understand the questions in this form and that the
answers given to all of them are true.
Applicant signature…………….
DATE………………….
Parent/guardian’s signature…………………
DATE……………

HOW DID YOU HEAR ABOUT TRANSNET’S BURSARY PROGRAMME? 5

Transnet website Techno girl University Career
Office
 Exhibition (Specify below) Publication (Specify Other (Specify
below) below)
Specify:

Transnet reserves to use the information provided herein for its reporting purposes. 6

Discussion on the proposed form

 The form is clearly defined by the tittle
  It allows easy entry of the data
 The form is visible
 The pages of the proposed form are numbered
 The instructions were included
 The details of the guardian are included on the proposed form, the date is also
included, and the postal address is included.
 The signature of the parent is included

Improved form flow chart

Department: transnet bursary department Date: 27 September 2021

Present method: proposed Compiled by: Group members

Chart start: screening process Charts end: data captured

Description of task: applying for a bursary

section Details of Descriptions of remarks

procedure forms
Step Requirement registration Data cap
no s met
1 Screening
process
2 Select

3 Data Signing of
capture agreement and
payments

Discussion of the form flow chart

 Download the form online

 After downloading the form, the applicants fill in the form and attach required
documents
 Evaluation of the form and the required documents
 Screening of applicants
 Then the company will select suitable candidates based on their motivation
letters
 After selecting, the company will capture the data of the qualified candidates and
start allocating funds.
Reference
● Portia derby, 1990, Transnet bursaries .johannesburg
https://www.transnet.net/Career/Transnet%20Bursary/Transnet%20Bursary
%20Application%20Form.pdf)
● Wright, Patricia. 1980.strategy and tactics in the design of forms. visible
language XlV/2
● Miller, Robert. 1978. transaction structures and format in the form design,
chichester :John willey and sons LTD(Page 529-544)
● Robert. 1990.writing in plain English.canberra:Australia. Government publishing
services.