Challenge: Restoring Trust and Control in Bursary Management
The KwaZulu-Natal Office of the Premier (OTP) holds the constitutional responsibility of promoting access to higher education through a discretionary bursary scheme. However, prior to implementation, the management of this vital initiative was hindered by a largely manual, paper-based approach that led to serious inefficiencies and accountability concerns.
The OTP faced significant challenges:
- Fragmented record management that complicated tracking and oversight
- Lack of transparency in the awarding process
- Inaccurate or unverified payments made to non-existent or ineligible recipients
- Failure to monitor student performance or compliance with bursary conditions
- Audit findings consistently flagged the system for poor governance and reconciliation issues
The urgency to address these challenges was not just administrative—it was about protecting access to education for deserving students and restoring integrity in public resource management.
The Boxfusion Solution: SmartGov for eServices
To resolve the critical issues identified, Boxfusion implemented its SmartGov for eServices solution, specifically tailored to the bursary management lifecycle. The system was designed to enhance governance, automate core processes, and ensure end-to-end traceability from application to payment.
Key Features and Impact
1. Bursary Awarding: Transparent, Secure and Fair
- Referral Platform
Government departments now refer potential bursary recipients through a dedicated, transparent portal, ensuring traceability in the source of applicants. - Secure Online Applications
Students receive encrypted application links after being referred. Integration with the Department of Home Affairs enables real-time identity verification to prevent fraud. - Automated Adjudication Process
Applications undergo three rounds of adjudication by designated panel members, culminating in a final awarding decision by the Director-General. Every decision is digitally logged for audit purposes.
2. Bursary Monitoring: Enabling Student Success
- Student Online Portal
Successful applicants access a secure platform to review their bursary status, contracts, and policy documentation. The same portal is used to receive outcomes for rejected applicants. - Onboarding and Orientation
The system facilitates digital onboarding, allowing students to review obligations and programme requirements without physical meetings. - Registration & Module Submission
Once enrolled, students submit their academic registration details and module lists, which are recorded in the system. - Performance Tracking
Students upload academic results and progress reports each term. This allows the OTP to assess academic standing and make data-informed decisions on continued funding. - Two-Way Communication
The system includes a built-in messaging platform for direct communication between the OTP and students—minimising delays and reducing administrative burden.
3. Payments: Secure, Auditable and Verified
- Verified Supplier Submissions
Only National Treasury CSD-verified suppliers can submit invoices for student-related services. The OTP processes these invoices digitally, ensuring compliance and validation. - Payment Processing and Reconciliation
Payments are mapped to specific students and tracked through the system to the point of disbursement. Once payments are made, proof is automatically issued to the student and stored in their record.
Results Achieved
By implementing SmartGov for eServices, the KwaZulu-Natal Office of the Premier has:
- Eliminated the risks of paper-based errors and mismanagement
- Significantly reduced audit findings related to bursary management
- Improved visibility and reporting across the bursary lifecycle
- Enhanced service delivery to students, ensuring timely, fair, and accountable funding
- Built a digital foundation for long-term governance and policy compliance
This case demonstrates how digital transformation, when done right, not only solves administrative challenges but also restores public confidence, ensures equitable access, and aligns with the broader mission of the public sector’s service delivery.