Circular 03/2016 Date: 22 January 2016 Topic Enclosures The use of the South African School Administration and Management System (SA SAMS) 2016 Annexure A: Compulsory Data Fields for Safety, Sport and Enrichment, Infrastructure Annexure B: Guidelines for the Management of SA SAMS Software Package Annexure C: District Data Team Leaders Distribution Enquiries All Chief Directors and Directors at Head Office All Directors at District Offices All Officials at Head Office and District Offices Principals of all Public Ordinary Schools, LSEN Schools and Independent Schools Members of School Governing Bodies and their Associations Staff members in Public Ordinary and LSEN Schools Teacher Organisations and Unions Relevant Non-Governmental Organisations Directorate: Information Systems Tel: (011) 355 0302 On request, this circular will be made available in Afrikaans, isizulu or Sepedi within 21 days. It is also available on the GDE website at: www.education.gpg.gov.za. Office of the Head of Department Room 1009, 111 Commissioner Street, Johannesburg 2001 P.O. Box 7710, Johannesburg, 2000 Tel: (011) 355-1511 Fax: (011) 333-5546 E-mail: Edward.Mosuwe@gauteng.gov.za 1
1. THE USE OF THE SOUTH AFRICAN SCHOOL ADMINISTRATION AND MANAGEMENT SYSTEM 2015. 1. PURPOSE 1.1 To remind all officials of the legislated requirement to employ an electronic School Administration and Management System to house and manage all relevant school data; Section 8(3) of National Education Policy Act (1996) states that the Department shall undertake the monitoring and evaluation contemplated in subsection (1) by analysis of data gathered by means of education management information systems, or by other suitable means, in co-operation with provincial departments of education. 1.2 To advocate the use of the South African School Administration and Management System (SA SAMS), developed by the National Department of Basic Education, as the preferred and recommended management system for all schools; 1.3 To instruct District and Head Office officials to ensure that schools capture SA SAMS data correctly, and that they make use of SA SAMS data rather than duplicate data collection; 1.4 To instruct responsible officials at schools which have been issued with SA SAMS computers to ensure that data for all modules are captured and maintained; 1.5 To inform the responsible officials at those schools who choose not to use SA SAMS to ensure that all relevant data from their schools are compatible with the SA SAMS format; 1.6 To inform all officials of the current plans to provide training and support for SA SAMS, including the standard for SA SAMS compatible data; 1.7 To guide school-based officials and Departmental IT Technicians on how data should be collected; and 1.8 This Circular supersedes GDE Circular 59 of 2008. 1 Common alternative electronic management systems include: Pencil Box; SASPAC; Microscope; Smart; Edupac; Scadsys; EduAdmin; Principal Primary; Adam; FIZIEP; Smart Software and Vortex. 2
2. BACKGROUND 2.1 SA SAMS was developed and introduced by the National Department of Basic Education (DoBE) several years ago as a means of standardising the electronic capturing and management of school information. 2.2 Each Provincial Department has been tasked by DoBE with the design and implementation of projects to ensure the universal use of this system. 2.3 Gauteng provides a computer and printer, with SA SAMS software, together with training and support, to all public schools. 2.4 Public schools that have chosen to use other electronic management systems 1 will be informed of how their data should conform to the SA SAMS format to be exported to the Department. 3. LEGISLATIVE FRAMEWORK 3.1 The Constitution of the Republic of South Africa, Act No. 108 of 1996, as amended. 3.2 The National Education Policy Act, 1996 (Act No. 27 of 1996), as amended. 3.3 The South African Schools Act, 1996 (Act No. 84 of 1996), as amended. 3.4 Employment of Educators Act, 1998 (Act No. 76 of 1998), as amended. 3.5 Public Service Act, 1994 (Act No. 103 of 1994), as amended. 3.6 The National Education Information Policy (Government Gazette No. 26710 of August 2004). 3.7 Minimum Information Security Standards, 1996. 3.8 Gauteng Schools Education Act, 1995 (Act No. 6 of 1995), as amended. 4. ACQUISITION OF SA SAMS SOFTWARE 4.1 In order to implement the SA SAMS programme, and increase the use of the management system by schools, Principals of schools that currently do not use any computer-based school administration application must contact the District Data Team leader (Annexure C) as soon as possible. 4.2 A computer, printer and the SA SAMS software will then be installed in these public school and arrangements will be made to provide adequate training for two admin 3
officials and members of the School Management Team. 4.3 After delivery of the equipment, and to secure final sign-off, the Principal must ensure that: 4.3.1 The SA SAMS programme is functioning correctly (GDE IT Technicians will assist); 4.3.2 All school officials are informed of their responsibilities, and school data are correctly captured (see Annexure B); 4.3.3 A deployment report is signed and dated with the correct version of SA SAMS indicated; and 4.3.4 An error and omissions certificate is signed, dated and stamped. 4.4 Schools that are using third party software and wish to change over to SA SAMS should also contact the District Data Team leaders to request the software to be loaded onto the school s computer. 4.5 Independent schools qualify for free-for-ever SA SAMS software, training and support. Independent schools interested in accessing the SA SAMS software should contact the relevant District Data Team Leader. 5. TRAINING AND SUPPORT FOR SA SAMS 2015 5.1 The Department has appointed a service provider to provide training and support for the SA SAMS project. 5.2 Over a period of 15 months, the service provider will provide: 5.2.1 Training for two admin staff per school on the use of SA SAMS (up to five schools will be clustered and the training will take place at one of the schools); 5.2.2 Training for SMT Members on the management of SA SAMS; 5.2.3 Training for up to 600 District and Head Office Officials on the management of SA SAMS; 5.2.4 Training for the IT Technicians on how to provide functional support for SA SAMS; 5.2.5 The development of a standard to ensure Third Party schools provide their data in a format that is compatible with SA SAMS data; 5.2.6 A channel through which requests for change or additions to SA SAMS can be made; and 4
5.2.7 A Help Desk to provide functional support (see below). 6. A HELP DESK TO ASSIST SCHOOLS 6.1 The Help Desk will be the central point of communications regarding SA SAMS training and functional support. This number (086 126 2783) and email address (support.sasams@elcb.co.za) will be further communicated to all relevant GDE officials. 6.2 The GDE IT Help Desk (number 011 355 0212) will continue to accept calls and emails (gdeitservicedesk@gauteng.gov.za) regarding hardware problems. 6.3 Both Help Desks will operate from 08:00 to 16:00 Monday to Friday. 7. RESPONSIBILITIES OF HEADS OF INSTITUTIONS 7.1 Principals of schools must ensure: 7.1.1 that forms forms (learner registration forms; educator registration forms and PS Staff registration forms) are distributed to, completed and collected from learners, ps staff members and educators; 7.1.2 The selection of two administrative staff and all SMT Members to undergo training; 7.1.3 The training, data collection and full functionality of SA SAMS are signed-off with the service provider; 7.1.4 That the SA SAMS is functional, and there is continuity if trained staff leave the school; 7.1.5 The ANA, Finance, Assessment, LTSM, Physical Resources, LURITS data are submitted quarterly or whenever required, to the relevant line functions; and 7.1.6 That the compulsory Data Fields required by the National Department of Basic Education for: School Safety; School Sport and Enrichment Programmes; the National School Nutrition Programme; and School Infrastructure are completed as soon as possible (Annexure A). 7.1.7 That Learner and Educator attendance data are captured daily and that all schoolbased assessments are recorded in SA SAMS. 5
8. THIRD PARTY SCHOOLS 8.1 Principals of schools that are using one of the proprietary school management systems (i.e., Third Party Schools) must inform the Data Team Leaders of the electronic management system they are currently using and any changes they may make. They are further urged to consider changing to SA SAMS for the following reasons: 8.1.1 SA SAMS is developed by the Department of Basic Education specifically to support the South African public school system; it is constantly being developed to fulfil the changing requirements of the schools and Department; 8.1.2 It is free-of-charge, and so are all future upgrades; 8.1.3 Training and support are also provided free-of-charge; changing to SA SAMS will therefore be straightforward; 8.1.4 If you do choose to adopt SA SAMS, you will be given a new laptop computer and printer to be dedicated to SA SAMS free-of-charge; this comes with full warranty and support from a Help Desk and Departmental IT Technicians; 8.1.5 In the near future all GDE District and Head Office will have received SA SAMS training and be able to provide you with assistance; 8.1.6 All schools, even those not using SA SAMS, are required to submit data that are SA SAMS compliant. Note: Since the Department is willing to provide the software, hardware, maintenance, training and support, all free-of-charge, if you continue to use your school funds to pay an outside service provider/vendor for all of these goods and services, it may be construed as a waste of scarce resources. 9. RESPONSIBILITY OF THE DISTRICT DATA TEAMS The District Data Teams will be responsible for: 9.1 Ensuring that SA SAMS is fully utilised in the schools; 9.2 Establishing the level of usage and ensure all the Schools and District officials are necessarily trained to use and support the SA SAMS system; 9.3 Reporting on the state of SA SAMS delivery (general reporting), usage, short comings and patch roll out; 9.4 Developing the management plan for the SA SAMS roll out and training; 6
9.5 Supporting schools where necessary; 9.6 Ensuring that schools report on all the required SA SAMS modules; 9.7 Monitoring and reporting on the delivery and usage of SA SAMS in the District; and 9.8 Quality assuring the data submitted by schools. 9.9 The use of the Valistractor tool to generate district specific reports on the data captured under the different modules. 10. RESPONSIBILITY OF THE IT TECHNICIANS The IT Technicians will be responsible for: 10.1 Providing technical functional support to schools; 10.2 Ensuring that all necessary procedures for approving data towards data quality are followed e.g. Principals Deployment Report and Errors and Omissions Certificate; 10.3 Ensuring that the Principals run the errors and omission tool, clean and approve, by signature, the report data before submission to the District; 10.4 Collecting datasets from schools and submitting them to District Data team; 10.5 Uploading and configuring computers and systems at schools; and 10.6 Updating the software by uploading of all new patches and other software related to SA SAMS. 11. CHANGE MANAGEMENT 11.1 Change Management is essential in introducing such a system as SA SAMS to maximise its adoption and use. Once all schools have received both the hardware and software, and the functionality has been indicated by the IT Technician and Principal, and training has taken place, all Principals and District Officials are required to ensure the implementation of SA SAMS. 11.2 The effective use of SA SAMS will produce efficiencies, and improved service delivery in a number of ways: (a) Financial controls will be tightened and improved; 7
(b) Timetables will be generated electronically to improve curriculum delivery; (c) The automated EMIS reporting function will save time and reduce frustration; 11.3 Annexure B provides further guidelines for the management of SA SAMS. If responsible officials ensure the universal usage of the SA SAMS in our schools, it will result in enormous improvements in administrative efficiency. SIGNED: EDWARD MOSUWE HEAD OF DEPARTMENT DATE: 17/12/2015 8
Annexure A Compulsory Data Fields for: School Safety, School Sport and Enrichment Programmes, National School Nutrition Programme (NSNP) and School Infrastructure. The following fields must be captured immediately and used for data management and reporting: NSNP 1. Survey question in General School Information (Menu 1.1 tab 2) 2. Updating the status of the learners participating in NSNP (Menu 3.1 tab 3) 3. Completing learner weekly attendance (Menu 3.3.3) 4. Print summary weekly/monthly/quarterly attendance statistics as required evidence (3.3.14/15/16) School 1. Infrastructure register (Menu 14.5) Infrastructure School 1. Completing the SGB membership (menu 14.5) Governance School Safety 1. Completing the Safe School Committee membership 2. Capture and maintain serious incidents on Menu 5.5 3. Maintain Demerit/Merit system (Menu 3.7) for managing demerits and reporting on type of assigned/reported incidents per quarter School Sport 1. Assign school houses to learners (Menu 1.14) 2. Assign and maintain sport types and teams to learners (Menu 3.1) 3. Assign competitions for sport types and learners (Menu 1.14) School Enrichment 1. Assign school houses to learners (Menu 1.14) 2. Assign and maintain extra-curricular to learners (Menu 3.1) 3. Assign competitions for enrichment programmes and learners (Menu 1.14) The following documents need to be signed-off by the school principal to verify the correctness and status of the required data: LURITS deployment report (Menu 17) Errors-andomissions report 1. Confirms the school data as correct 2. Confirms the number of learners per grade and their biographical data as required 3. Identifies the data fields that are NOT captured 4. Confirms the data fields that are wrongly captured according to a specified format 9
Annexure B: GUIDELINES FOR THE MANAGEMENT OF THE SA SAMS SOFTWARE PACKAGE 1. A member of the SMT must be the supervisor for SA SAMS. This is required for planning, implementation, accountability, and to ensure deadlines are met and databases are backed up according to the Information Security Policy. 2. It is required that all staff members should be familiar, and be able to work with SA SAMS. 3. The SA SAMS must be used by Administrative staff and School Educators. 3.1 An administration staff member must be appointed as the SA SAMS administrator. This person must be thoroughly trained in SA SAMS. Three quarters of her/his time will be involved in the administration of SA SAMS. 3.2 The appointment of an administrative staff member is necessary because: (a) work can be done throughout the day; (b) one person can be held accountable for the operation of SA SAMS; and (c) one person can develop in-depth skills in SA SAMS. 4. An operational schedule must be drawn up according to the needs of the school, to ensure that: (a) All new learners are captured; (b) Subjects are assigned to all learners; (c) The School Calendar is drawn up; (d) Learning Programmes for all subjects are added and printed for the parents; (e) Class lists for all subjects/learning areas are printed for educators; (f) Deadline dates are fixed for teachers to hand in their learners marks (this is critical and must be spread out to avoid slow periods and congested periods); (g) Absenteeism is recorded; (h) The school accountant is given sufficient time to complete financial matters; (i) Assets are managed correctly; (j) A new time-table for the following year is drawn up in good time; (k) Administrative staff are adequately supported by an SMT member. 5. Educators must work as a team under their HoDs to capture data on learner performance. 6. School users must be allocated unique User ID s and Passwords for security reasons. They may not share these credentials. 10
Annexure C District Data Team Leaders EN Freddy Mokhachane 011 746 8070 ES Ramoepi 011 389 Maboa 6365 GE Praneeta 011 736 Aheer 08887 GN Saul Pila 012 846 3799 GW Thea 011 693 Coetzer 4904 JC Mashooda 011 983- Ismail 2170 JE Portia 011 666 Mngenela 9198 JN Caroline 011 694 Raphael 9353 JS Lawrence 011 247 Rikhotso 5711 JW Dumisani 011 831 Tshabalala 5452 SE Olivia Raphael 016 440 1779 SW Joe Burke 016 594 9159 TN Margaret 012 543 Kgaffe 1032 TN TW Jacob Modzuka Phumza Makgatho- Khunou 012 401 6388 012 725 1318 072 222 3839 083 582 8669 082 332 2558 083 564 5146 083 704 1230 076 865 4816 071 560 2970 084 820 1866 082 259 0381/071 577 6380 083 765 1232 073 600 6591 082 710 7401 072 514 7880 072 565 6565 082 758 5039 freddie.mokhashane@gauteng.gov.za ramoepi.maboa@gauteng.gov.za Praneeta.Aheer@gauteng.gov.za saul.pila@gauteng.gov.za Thea.Coetser@gauteng.gov.za mashooda.ismail@gauteng.gov.za portia.mngenela@gauteng.gov.za raphael.caroline@gauteng.gov.za lawrence.rikhotso@gauteng.gov.za Dumisani.Tshabalala@gauteng.gov.za olivia.raphael@gauteng.gov.za joe.burke@gauteng.gov.za Margaret.Kgaffe@gauteng.gov.za/nom uusam@hotmail.com jacob.modzuka@gauteng.gov.za Phumza.khunou@gauteng.gov.za 11