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welcome to our new e-services video we're going to start with mr marumu modiba he's the senior manager at the corporate education and voluntary compliance unit you will be telling us a little bit more about cipc greetings to to you all cipc which is company's intellectual property commission was brought into existence by the companies act 2008 in terms of section 185 subsection 1 of the company's act the commission is established as a juristic person to function as an organ of state within the public administration but as an institution outside the public service cipc is a very innovative organization which is led by a very innovative leader whereby we are always encouraged to make service better and better we are responsible for various legislations amongst them key it's our company's act 2008 and we are also responsible for the cooperatives act as well as the maintenance of the existing uh closed corporations we cipc is also responsible for intellectual property innovation and creativity in the following domains patents design trademarks and copyright our next presenter is jian kuna he will be presenting an overview of a new e-services system over to you diane colleagues and clients of the cipc we i am above about to introduce you to the new e-services platform in the introduction um i will cover the major features that we have introduced in the web platform which um uh are features of enhancement to enable you to interact with the cipc better i'm also going to orientate you on the service deck of the new e-services platform and looking at what are the services that exist in this platform we want to talk a little bit about the payment solution and the future services that you're going to roll out in this new e-services web platform so how did it come about the cipc has begun to begin to automate these services a while back as you know electronic services the karma of life and business requirements change over time the cipc thought it's useful a few years back to look at modernizing its web technologies by specification to with the intention to enhance the delivery of services to east lines so we we we conceptualized a modernized platform which which led to the a new platform that you're talking about today also the experience of cipc clients informed us on how do we how should the cipc deliver services better to his audience and the cipc also endeavors to standardize its services that is offering services in a uniform way across his channels and across his client base so though that information also led to the conceptualization of this new e-services platform and also the need by the cipc to integrate its services um for ease of management internally so that you are able to resolve issues any issue that is reported by clients with the cipc and they're also enabled as a cipc to add new features which are simplifying or enhancing user experience to our audience so the major introductions on to this new easy services platform that you should expect as clients is how you access the system how you get authenticated uh into the cipc web platform will change slightly currently you are compelled to use a customer code which the cipc generates when your register is a client but as from monday the 1st of march after the day in which you have been visited to roll out the new services platform you will be required to use your email address um as as a username onto their web platform but your password remains the same password that you were using to access the old electronic e-services so under the username or in the username text field that's where your email address goes the password is the old password that you currently use together with your customer code to access the services of the cipc please take note of it and another major introduction is on first login onto the new electronic e-services or yp services you will be forced to update your user details so that will be your landing page you won't get lost after successfully after you are successfully authenticated by the system your landing page is a page that requires you to update your personal details and the other thing currently as you know or might know that on the old um e-services platform you are able to use declining balances by that i mean the current method is you go to apps deposit money it gets allocated to your customer code before you're able to perform any transaction on the old he e-services platform at the cipc that method of payment is being phased out going forward you'll only be able to use card to pay or to interact with the cipc so the new e-services platform has taken that into cognizance it doesn't allow you to use declining balance you can only pay for transactions with card in line with the mandate decommission the declining balance so you should take note of this they are as i've mentioned earlier that a measure one of the factors which contributed to the development of this new e-services platform is the need for speed so or enhancing user experience of our clients who are performing transactions via our platforms so we have um enhanced a few services we should be able to get a name um in real time after paying for that name so an email is immediately dispatched to you also you should be able to register a company instantly so meaning while transacting with you with the with the cipc after payment you should be able to get your company registration certificate so not all services though are meant to render in real time their delays their time legs because the certain services require approval by cipc back office staff that's when um you will have to wait for for a transaction to complete but even though even that there's no um there's no transaction or process that's going to be queued and attended to so when you're still waiting for something you should know that someone is looking at it it's only a matter of time before you complete that process and communication will be facilitated via image um like i said email as a username the main objective is for you to be able to communicate to you smoothly so you should be anticipating for delayed services to receive communication via email meaning when you translate with the cipc keep on checking your emails for updates on how far the transaction or the service request that you have made is documents are also downloadable on the new e-services platform after logging you will be you you will see a service like we're going to discuss shortly i'm going to navigate uh orientate you around the new e-services platform so you know where to find what but the documents generation is one of the services that you have added on the new e-services platform so that you don't manually request for a document with the cipc but you you access it from the new e-services platform as mentioned earlier payment on the new year services platform is going to be um facilitated by time so you're going to be able to use your card debit card credit card to pay for a transaction we are also planning to introduce new payment options the next one under consideration being retail payment and lastly the eft payments so these payments will be boiled onto the new e-services platform throughout the new financial year and declining balances are decommissioning let me take this opportunity to orientate you around the new e-services platform after login you will see the displayed menu structure home that's why you get your profile see your profile you can update it there by the system default landing page is your is the home page which contains your personal information and you can click on any of the menu structures to navigate to other services so all your services are located under the services menu so for starters of from the 1st of march what you will be seeing is name reservation company registration cooperatives and the document services document service it's a service that enables you to re-download certificates bearing in mind that after completing a transaction a certificate will be dispatched via email to your inbox but should you lose that certificate you're able to come back and download it from this service from this menu option and therefore you'll be able to do your name of course you'll be able to do your company registration and your primary cooperative and then um subsequent to the release of next week monday this is the 1st of march 2021 we are planning to release feather services one of the services being director changes or combining amendments you should be able to go to the amendments menu option and then you'll see all the related services and amendments but the first one to go in there will be changing of directors so therefore we're gonna that's gonna be followed by the modification of company teachers and all the amendment services that you are currently familiar with or you currently have access to on the old e-services platform uh from financials that's where you locate your your shopping cart um also gonna be able to um to perform your annual returns in there there's a new service that the cipc has built for suppliers that are currently contracted to the cipc so that should be um [Music] this will be a service that is um useful to them because they are now able to submit invoices through the web platform of the cipc why have we implemented this service to finally to facilitate the government requirements to um which compares all government departments to pay suppliers within a period of 30 days so this will enable that all contractors of the cipc uh invoices are paid within the recommended government timeline authorization we will have a session in the future where you introduce this feature of the new web services platform so for now i will i will pack it lest i confuse you thank you thank you dion our next presenter is christoph clarke she's a senior manager of a company and cc unit she will be discussing name reservation as well as the new company registration on the system thank you christa good day my name is christopher klucker i'm the senior manager responsible for companies and close corporations here at the cipc and as from monday the 1st of march we released two services onto what we term the platform new e-services which is short standard name reservations as well as short standard private companies so my two presentations are going to deal with those two items so let's start let's dive in names so for the first release on new e-services it what it will be standard name reservations what we mean by standard name reservation it's a name reservation application without any supporting documents what we currently release does not include associated name reservations name extensions defensive name reservations defensive name extension or transformer names if you want to do a transfer defensive name reservation or a name extension you can still utilize that services via the existing platforms where they reside as we progress with our releases of services onto the new e-services more and more of these different services like the associated name reservation name extension will be released on those platforms and as we release the the other services onto new e-services there will be communication via the cipc website recording those releases with the relevant dates in the meantime what will happen is that we will run new e-services name reservation in conjunction with all the other existing channels that we have for name reservation which is e-services the mobile app banking our banking portal as well as this portal so just a few tips on using the new server name reservation functionality before you select or indicate your proposed names on to uh in into the relevant field on the online screen it's advised that you conduct a free trademark search at that ip address and also general browser search via chrome or google what this actually means is that all the benefit that it has is that you can go and check whether this name that you're thinking about is actually being used either as a registered trademark or on the internet as a as a as a business also remember that businesses on the internet is not always registered business in the south african context or any other jurisdiction for that matter so please go do a a search to see what is available and what not then submit four proposed names and then search the availability after capturing each proposed name so you type in xyz trading you said search and and then it will say whether the name is clear or whether this with any suspected problems on that name also note that why we want four proposed names on the name reservation application is that name reservations there's no guarantee that a name is available when you're submitting the proposed name because we some we have to do a back office search to see regarding its availability and also it gives you some options and leeways because the application itself is a non-refundable transaction so you will pay your 50 your 50 rand regardless as to whether your names are available or not so when you do your proposed name search the service will indicate whether the proposed name contains any forbidden words forbidden words or words containing forbidden words for which you cannot submit for example the use of our president's name and surname is forbidden which you're not allowed to use it so call prohibited words prohibited words are words whereby additional evidence is required in order to show that you've got a permission to use it for example any wording that con connects or gives the impression that you're an organ of stage state or other regulating regulatory body any words that contain profanity um that is basically swear words or words that is of offensive nature or inciting of violence and then also it will indicate whether the proposed name has already been reserved or used by another user again there's no guarantee regarding the availability of names when you do submit your name reservation it's only upon cipc confirming at the back end and issuing a notice regarding that the name reservation was approved that it is approved again it's a non-refundable 50 rand fee so please put in your full names give some options due to the competitive of names you may not necessarily think it but names are very competitive and people usually fight over names and because and because of that we deal with a first-come first-served basis when it comes to name reservation and in order to ensure that your application is first you must pay and the payment therefore must be received at 12 o'clock on gravel club at midnight the day that you submitted the application otherwise the whole transaction will be deleted and you will have to restart it over again the system only for new e-services only allowed for card payments the other channels use other payment methods so new e-services is only card payments please note it is far easier and quicker you submit your name reservation or a whole bunch of name reservations you make one payment for that list of transactions it gets paid and the transactions gets released in order for it to go to the back office for processing so why did we do or move name reservations to this new platform it's to improve the search a search accuracy and speed efficiency because a lot part of the name reservation process is automated the if your name reservation falls part of the automated component you will get your notification almost immediately if it doesn't form part of the business rule surrounding automation of your name reservation it will be referred to the back office and that may take a little bit longer because we only work office hours and not weekends as well names approved via new e-services can only be used on new e-services so if you're planning on doing a company name change that's an existing company for whom you want to change the name use the e-services functionality because there is no functionality yet available for company name changes on new e-services how you can distinguish between a new e-services name reservation and a name reservation conducted by any of the other channels a new e-service tracking number starts with a six and the other platforms uses a nine so please only use new e-services if you're planning on doing a cooperative as well as a short standard private company at this point in time for all of yo r convenience we have prepared some frequently asked questions and and it will be updated as the system progresses and people get more familiar uh familiar with it as well as as we start getting questions about the new system we will update the frequently asked questions it is on our website and we've also prepared a step-by-step guide on how to use the standard named reservation thank you very much we are now proceeding to short standard private companies is the second presentation for for short standard private company so again just with just as with name reservations uh company registrations are also going to be due in phases the first phase is the short standard private company we are currently in the process of developing the short standard not for profit which will be released at a later date as communicated on our website so one of the main differences about the new e-services uh company registration is that all directors that are south african citizens it's a fully automated registration meaning that you will do the validation the id validations on the platform itself it will validate with home affairs if it matches matches and the verification is successful your new company as soon as payment is done of course is then immediately done again registration is only completed upon the payment for the services thus the longer you take to pay for the service the longer the finalization of the registration will take so with the new e-services speed or how long your application takes is more in your hands than that of the cipc so that is for south african citizens if your application consists out of directors or or a director that's a foreign national you will be required to upload the certified copy of the passport of each of the foreign directors that you have indicated please note its certification is the standard certification and no older than three months the back office will then look at the documentation see uh see whether the certified passport looks meets our requirements and once that is check checks out they will approve the application you will then receive a notification to do the payment this is not totally different than what currently runs on e-services because with e-services you pay up front with new e-services you pay after all the processing components have been completed again registration is only completed upon payment for the for the registration and again registration of all or how long this application takes is in your hand not the cipc once you have prepared or submitted your information on your documents please don't email it to e-services co-reg at cipc we are being we are currently phasing out the mailboxes so as we progress and release newest services on um new e-services we will be phasing out the uploading or the emailing functionality to the various mailboxes please note that we are picking up that clients they do a bus portal new company registration or an is a new registration via the sales service terminals they still email us the documents to e-services go reach it gets picked up by the order system and because there is no real validations on the email mailbox or very limited verification it end up being processed again and it causes data challenges for us so please if you've used an automated channel for registration or new e-services it is not necessary to email any documentation to us not the signed documents not the approved documents that is issued after registration the new version of um on new e-services also allows for what we call a simultaneous registration meaning you'll be able to submit your new company information as well as your name reservation on a single application and then it gets referred to the back-end for processing please remember it looks like one application for you but it's still two different business process on the cipc side so it will first go to name reservations once the name reservation component is done the information will switch over into the new company registration business process and it will follow the laws processing steps one of the big thing or big changes that's also required on the new year's services is that directors will be required to validate their electronic contact details before proceeding to the next section of the service basically what this means is as you type in the director information the cell phone number and the email address the system will ask you to confirm that this is the contact details for that specific director and it will be regarded as as the domicilium information for all notifications issued by the cipc to the company therefore it is extremely important extremely important that directors do not put inform put information of a family contact details of a family member or the intermediary or of a fellow director the system is also built in such a way that directors if i was a director and you were the other director you will not be able to put my contact details on and i will not be able to put your contact details onto my profile information on the application the reason why we're doing this is that is that we are trying to introduce electronic notification especially on an annual return and deal registration component wiz as an organization spend millions of ranks sending registered mail on deal registration to companies and close corporations that basically just get returned because people do not check their mailboxes the south african post office um also sometimes have got challenges regarding order to ensure that it's done efficiently and a lot of people don't have a mailbox for example i don't have a mailbox i literally don't own a mailbox if you want to post something you have to pass it to a family member because i just don't have it but i've got email addresses and that's where i prefer all my communication to go so also we as a community are changing that we prefer to receive things in electronic format because it's just easier and far far quicker it's almost instantaneous so you'll be required to confirm that that is your domicilia information and the system will not allow you to proceed to the next step to provide the information unless that is provided so the cost of a new car a short stand private company is 175 ranked which includes your name reservation upon registration and remember registration requires payment your memorandum of incorporation will be attached to your registration certificate and that will be emailed to you the documents will be emailed to the customer who submitted the information as well as all the directors after registration is completed very very important the documentation is still the same that we currently have it will be your mri it will be a registration certificate a welcoming letter electronic web disclosure that indicates all the information that was provided you can download or the customer who submitted the application as well as all the active directors will be allowed to download this registration information or registration pack for a period of 30 calendar days after the registration where after the customer as well as the active directors will be charged a 30 rand fee for the whole pack of information so therefore please speed if you expect cipc to be speedy we also expect that you need to be speedy in your in your payment submitting of your information as well as your downloading of your information that you need in order to run your business processes of course for any other third party or interested party that information is also available but it will be a straight fee from the beginning a 30 rand disclosure fee again if you're going to do your new company registration via new e-services then you need to do the name reservation also on new e-services again we have prepared frequently asked questions that has been published on the website there's the link as well as a step-by-step guide and to take you through as to how the new e-services short standard private company functions well i hope this was insightful and we are actually very excited about these new new new services and we hope to hear from you soon thank you very much bye okay and then we're going to move to our next presentation which is about primary cooperative registration and our speaker will be mr briyani he's the acting senior manager at the cooperatives unit um you can continue reuni thank you very much elma and i want to take this opportunity as well to thank our listeners wherever they are and as we are taking them through this um new development which is very exciting for us particularly the co-ops unit hey i'm not going to bore you with the details as the previous previous presenters have stated what these services are all about but our presentation is structured in the following manner we are going to give you the background of the new e-services platform for cooperatives and then we talk about the rationality behind e-services platform for cooperatives the approach that we are going to take the benefits and then at the end of the day we will look at the question next slide so um a cooperatives division joined the cipc from the then department of agriculture and when they came on board the cooperatives processing has been manual since then and they found this apc having moved and the cpc had already started with the automation and then we also want and to do the cooperatives and introduce them in the automation automated space however we had some legislative impediments which make it difficult for the cooperatives to be operated and said above then we had to look in terms of changes in the legislation hence a an amended cooperatives act came into effect and then that is why now we're having this registration of electronic processes for the registration of cooperatives next slide so the optionally behind e-services is that um it will assist us in standardizing our services within the organization and we are doing this because of we all know that we are in the fourth industrial revolution so we want to be in line so that we don't remain behind and it will also assist in reducing the administrative burden of the applicants so there won't be any printing of paper bugs scanned and others posted so we're reducing that and it will also assist in the recording of the accurate data um and also the easy access of that of that data and then lastly then it also facilitates the the compliance to the requirements of the amended cooperatives act yeah so the approach that we are going to take um for the e-services is that um we are going to take an approach that is a phased based and currently we have um many services that render on cooperatives i.e your change of directors you have your auditors you have the registration of secondary tertiary addresses and so forth and so the focus is that we first introduce these new e-services into the primary cooperatives and as a first phase and then secondly then we will introduce then the secondary and tertiary and national apex when necessary meaning that then this will be the second phase because it's a new registration as well after we have seen how then the people cope and their reception to this service then there after the amendments and then and then the last phase then will be the compliance related processes such as the annual returns filing of reports etc next slide now um what will be then the the benefits for these services one it will be quick turnaround times and currently people they have to send the documents and we have to communicate via mail sometimes you'll find that others they are sent by post there is no customer code that is recorded properly now we do not know who to contact but when we use now this is services by the click of the bed button and it is easy and also the the turnaround time will be quicker number two it will reduce the typing mistakes from the admin officials uh because of um you'll find some of the applications probably the writing is not legible to make a head or a tail of water for return but when this in data is captured of the system then the data then will be able to get it as it was captured by the applicant typing mistakes as absolutely it will also reduce the administrative burden so there won't be huge costs in terms of registration process printing of paper and in the constitution provides 50 pages and i'm told that to print just a page in the internet of its one so it will reduce that and all that then people will do is just to be able to capture the information and and and upload it and send it electronically and also it will assist us in terms of ensuring that our register has available data and in doing so then a mission will be credible it is the information it will assist in decision making for the relevant stakeholders and so that we are able then to as in as a country and also as an economy to make informed decisions no that's fine so that's the end our next presentation will be about the court payment system that is now being introduced and our speaker is going to be mr louie malay he is from the finance unit uh thank you for the introduction uh without further ado and i think a lot of people is excited as we are excited to move into uh my car platform system um firstly um as cipc is committed to to to customer service and innovation cipc will be launching an and our online card payment facility for name reservations cooperatives and private company registration as it's phase one now this card the card payment solution will allow customers to utilize to use the debit and the credit card is a means of payment the payment solution will not affect our current um transactional processes that allows customers to deposit funds into their accounts which means the old platform as it is will stay the same people will still be able to utilize that services what we're talking about here is when people move or utilize our new e-services this is what we're looking at the payment mechanism for that specific services that we will be offering the the new e-service card payment system so it allows the convenience for customers to transact anywhere they were anywhere they are it provides for them a secure environment so you pay for the services that you only require it in addition it will eliminate unnecessary delays between the payment of the servers and the completion of the transaction so it's a seamless transaction that will be processing for customers um the reason for that is customers does not like normally to deal with the finance guys they require a service so we looked at the seamless way and an experience for the customer as such now when we come to the benefits of this card payment system on our new e-service platform it will allow customers for real-time transactions which will improve service delivery unallocated and misallocated deposits meaning that these volumes of complaints that we receive and the delay for customers to submit an enquiry to get funds allocated to specific account delays them in certain environment the card payment will allow these things to all fall away and second to that it is more convenient you pay online you pay at any time anyway and this transaction is secured your choice is either debit card or credit card as a payment method the transaction is instant immediate confirmation of payment will be received and just to note that as this as the volumes uh during the past years 90 percent of our complaints when we analyze them came across as a payment complaint either the money was not in the customer's account as when the customer wanted to transact or there was some other reason the referencing was incorrect or there was multiple reasons when people complained on their channel and we thought to look at means to improve that service by looking at the online card facility meaning there's no more referencing issues you will never call us for reference you won't lodge an enquiry for a reference going forward the payment will be instantaneously loaded as you transact with your what your credit or your debit card now what you remember what is really important for us is that only three dna bolt cards will be accepted meaning that your card needs to be enabled at your normal which is if you bank at any of our banking institutions you should ask your bankers to at la to to um to allow you to set up the 3d enabling which means that 3d and uh secure provides the customer the security that it is it allows cipc also to note that who are they interacting with and that we are interacting with the right person and it's also to ensure that the customer is protected on those ones on the other hand we look at what we need you need to familiarize yourself with our terms and conditions when accepting uh when when you're paying with your debit or your credit card and also that all disputes first will be dealt with at cipc the type of cards that we'll be accepting will be for the first phase will be a visa and mastercards so these are only visa and mastercards and as i said before these cards should be 3d uh secure for the protection of the cardholder and cipc as such the spam the pay-as-you-go model so the customer pays for services he requires no more direct deposits walking into a bank commuting somewhere traveling that is something of the past and also to provide customers with a seamless and a customer experience for them when they transact with us what we also would like to notice for what we also would like our customers to take note of is that the direct deposit systems will be this continuing in the next uh in the next phases so as as you you get used to the services kindly note that your the other services will be discontinuing for payments meaning the balances that you will have going forward those balances you will still be able to utilize them on the old platform now normally people would ask what happens to our balances and this is the i think the most important for people is that customers will be able to utilize the existing balances in the accounts for other services except when they register for services on our e-service platform meaning that balances will be utilized for something outside these services on our own platforms you will be able to utilize the balances in your account then also normally people would ask how long does it take for payment to reflect customer pays for service selected and such service reflects immediately up on transaction or transacting and also the second question that we see is a lot of that we've found that we came across with our inquiries with our customers is they would like to know if they can pay for other services by a credited debit card the the the for those services only on e-services so you cannot pay for other services except for name reservation cooperatives and private companies as phase one going forward then also what is very important for us is that cipc will be in the coming months close down the payment depository system as i said before so start utilizing these balances in your account make sure that you you utilize them for other services as well or you may request a refund on the current balance in your account if you wish to do so there's a few requirements set out for us set out for the customer that he needs to submit for us when he's requesting for a refund so he will submit the request to he will log in inquiry a a ticket on our inquiry system on our website he will provide us with the letter requesting a refund he will provide us with proof of payment that is made to that account it will provide us with a letter stipulating from the bank's account details in order to ensure that we are depositing the funds to the correct account and in order for us to look at the ways where customers can utilize the cash that we're refunding them back to them to themselves but i must iterate that says we would like to just just just note for customers that start utilizing your current balances in your account as when we roll out the other services they will also be card driven so use these funds going forward i thank you thank you thank you louis we have come to the end of our presentation um i trust that you enjoyed watching it that you've learned a lot of new things about the system it's given you an idea of how it works and what it's about please remember to visit our website from time to time um and to see whether there are new notices regarding the system and as they will be new once published as there are new developments thank you very much and good day bye bye