LOCAS Portal User Guide
Your step-by-step guide to the Local Content Assessment System
Supplier Development Programme
The SDP module helps you plan, track, and report on initiatives to develop local suppliers. Under SI 2025, every mining company must invest 0.05% of annual procurement value in supplier development.
SDP Dashboard
The dashboard gives you a high-level overview of your development activities:
- Financial Overview: Total annual budget vs. actual spend, and compliance with the 0.05% minimum investment.
- Programme Stats: Number of active programmes, suppliers engaged, activities completed.
- Quick Access: Tiles to jump to All Programmes, Quarterly Reports, or My Suppliers.
Creating a Programme
Go to All Programmes and click "Create New Programme":
Basic Details
Enter the programme name, an optional external reference, and set the start and end dates. Link it to an approved procurement plan.
Financial Information
Set the annual budget in ZMW. The system shows the minimum required investment (0.05% of your annual procurement value) so you can verify your budget meets the requirement.
SI 2025 Components
Select the programme components from the SI 2025 Fourth Schedule:
- Capacity Assessment — evaluating supplier readiness
- Training — skills development and certification
- Technology Transfer — sharing technical know-how
- Financial Support — grants, loans, or payment terms
- Mentoring — one-on-one supplier coaching
- Market Access — connecting suppliers to opportunities
Target Suppliers
Search and select the local suppliers who will benefit from this programme. You can add multiple suppliers using the tag selector — search by name, then click to add.
Save
Click "Save". The programme is created in Draft status. You must now build the programme content before it can be submitted.
Building the Programme (Draft)
While the programme is in Draft, you must define three things before submission:
1. Activities
Activities are specific actions your company will carry out. Click "Add Activity" on the programme page.
| Field | What to Enter |
|---|---|
| Action Name | Brief title (e.g., "Conduct ISO 9001 Workshop") |
| Component | Which SI 2025 component this falls under (Training, Mentoring, etc.) |
| Start / End Date | Planned dates for the activity |
| Budget (ZMW) | Planned cost for this activity |
| Description | Detailed description of what will be done |
| Objectives | What the activity aims to achieve |
| Suppliers | Which target suppliers will participate (tag selection) |
| Linked KPI | Optional — connect to a programme KPI for tracking |
You can edit an activity by clicking on it and updating the fields. You can delete an activity only if it has not been included in any submitted quarterly report.
2. KPIs (Appendix 11)
KPIs (Key Performance Indicators) are SMART metrics to measure the programme's impact. Click "Add KPI" on the programme page.
| Field | What to Enter |
|---|---|
| KPI Name | What you are measuring (e.g., "Number of suppliers ISO-certified") |
| Description | How this KPI is measured |
| Unit Type | How to express the value: Percentage (%), Currency (ZMW), Supplier count, or Custom |
| Baseline Value | Starting value when the programme begins (e.g., 0 certifications) |
| Target Value | Goal to reach by programme end (e.g., 10 certifications) |
| Target Date | When the target should be achieved |
Locking Rule
Once the first quarterly report is submitted, the Baseline and Target values become read-only. Make sure they are correct before submitting your first report.
You can edit KPIs anytime. You can delete a KPI only if no quarterly reports have been submitted for the programme.
3. Milestones
Milestones are intermediate targets attached to KPIs. Click "Add Milestone" on a KPI card.
| Field | What to Enter |
|---|---|
| Milestone Name | Description of the checkpoint (e.g., "First 3 suppliers certified") |
| Target Date | When this milestone should be reached |
| Target Value | The KPI value expected at this point |
Milestones are always editable — you can update the status, actual date, and actual value at any time, including during quarterly reporting.
Requirement
You cannot submit the programme for approval until at least one Activity, one KPI, and one Milestone are defined.
Submitting the Programme
Once Activities, KPIs, and Milestones are defined, click "Submit for Approval". The maker-checker workflow applies:
| Step | Role | Action |
|---|---|---|
| 1 | Reporting Officer | Creates programme and builds content → clicks "Submit for Approval" |
| 2 | Company Admin | Reviews programme → Approves (sent to Ministry) OR Requests Revision (returns to Draft with notes) |
| 3 | If revised | Reporter makes corrections and resubmits |
Editing a Programme
While in Draft status, click "Edit" to modify programme details. You can update:
- Programme name, dates, and procurement plan link
- Budget amount
- SI 2025 components
- Target suppliers (add or remove)
- Reporting arrangements
What Locks After Submission
Once the programme is submitted and approved, you cannot change the programme structure. However, you continue to report progress through Quarterly Reports (see below).
Quarterly Reports
Each quarter, you must submit a progress report for every active programme. Go to Quarterly Reports on the SDP Dashboard, select a programme, and click "Submit Report".
The report form has six sections:
Section 1: Reporting Period
Select the quarter you are reporting on from the dropdown (e.g., "Q1 2026"). All data you enter will be recorded against this period.
Section 2: KPI Progress (Appendix 11)
This section shows a card for each KPI defined in the programme. For each KPI, you see:
| Field | What It Means | Editable? |
|---|---|---|
| Baseline | Starting value when the programme began | No (locked) |
| Target | Goal to reach by programme end | No (locked) |
| Current Actual | Value at the end of the previous quarter | No (auto-carried) |
| New Actual | You fill this in — the updated value as of this quarter | Yes |
A progress bar shows how far you are towards the target. The system calculates: (New Actual − Baseline) ÷ (Target − Baseline) × 100%.
How Actuals Flow Between Quarters
When you submit Q1 with a New Actual of 5, that value becomes the Current Actual for Q2. You then enter a new Q2 actual (e.g., 7). This creates a cumulative progression: Baseline → Q1 Actual → Q2 Actual → Q3 Actual → Target.
Section 3: Activities
Report on each activity carried out this quarter. For every activity on the programme, fill in:
| Field | What to Enter |
|---|---|
| Status | Not Started / In Progress / Completed |
| Suppliers | Which target suppliers participated this quarter (tag selector) |
| Start / End Date | Actual dates the activity took place |
| Cost (ZMW) | Amount spent this quarter — contributes to your total expenditure |
| Comments | Brief description of what was done and outcomes |
| Activity Report | Upload a supporting document (optional — e.g., training report) |
| Final Session | Tick this if the activity is now complete (no more sessions planned) |
Section 4: Beneficiaries
Select the local suppliers who benefited from your SDP activities this quarter. This is a summary of all suppliers engaged across all activities — using the tag selector, search and add each beneficiary supplier.
Section 5: Attendance Registers
Upload attendance registers for any training sessions held this quarter. These are required by SI 2025 as proof of supplier engagement. Upload PDF or Excel files (max 10MB each).
Section 6: Milestones
Review your programme milestones. For each milestone, update:
| Field | What to Enter |
|---|---|
| Status | Not Started / In Progress / Achieved / Delayed / Missed |
| Actual Date | When the milestone was actually reached (if achieved) |
| Actual Value | The actual KPI value at this milestone (if different from target) |
| Notes | Any comments about progress or delays |
Submitting the Quarterly Report
The quarterly report follows the same maker-checker workflow:
Save as Draft
You can save your progress and come back later. The report stays in Draft status.
Submit for Review
When complete, click "Submit for Review". The status changes to Pending Review. The report is now read-only for you.
Admin Reviews
A Company Administrator reviews the report. Two options:
- Approve → report is submitted to the Ministry. KPI actuals are locked and carried to the next quarter.
- Request Revision → returns to Draft with reviewer notes. You can edit and resubmit.
Before You Submit
Double-check your New Actual KPI values and activity costs — these feed directly into your compliance assessment. Once the admin approves, the report cannot be edited and the KPI values become the starting point for the next quarter.
What Can You Edit and When
Understanding what locks and when helps you plan your data entry:
| Item | Editable? | When It Locks |
|---|---|---|
| Programme basic details | Yes (in Draft) | After programme is submitted |
| Activity name, description | Always | Never locks |
| Activity budget | Yes (in Draft) | After that activity is included in a submitted report |
| KPI Baseline & Target | Yes (in Draft) | After first quarterly report is submitted |
| KPI Current Actual | Always (via reports) | Updated each quarter through New Actual |
| Milestone status & dates | Always | Never locks |
| Delete an activity | Yes | Blocked if activity appears in a submitted report |
| Delete a KPI | Yes | Blocked if any quarterly report has been submitted |
Tip
Get your KPI baselines and targets right before submitting the first quarterly report — after that, they are permanently locked.