LOADING SA-SAMS ON YOUR COMPUTER. • • Put latest CD of SA-SAMS in your CD Drive (Normally the D Drive) Click on SA-SAMS: School Administration Programme. Click here to Install SA-SAMS XP or later. Click on Run Click on Run again Click on OK Click here and wait for installation to finish. SA-SAMS is now loaded on your computer but you must still install the latest patch. • On the CD issued to you, a Demo Database will automatically be installed on your computer when you install the August patch. • This database can be used as a practice database for you to use to get yourself familiarized with the programme. After installation, this icon should appear on the desktop. • • If it does not appear on your Desktop do the following: Click on Start, then on All Programmes Click on EdusolSAMS and right click on the EdusolSAMS tab with the icon. • Click on Send To and then click on Desktop. Your icon should appear on your Desktop now. To open your SA-SAMS database • • Double click on the SA-SAMS icon on your desktop and the following screen will appear. Click in Use Database on this Computer then click on Use an existing Database. Click on the school name and then click on Continue Type in administrator in the username block and admin in the password block (Use lower case) • Click on Log In and the Main Menu will appear, showing all the modules. Main Menu: • From this menu you can access any module you wish to work on. General School Information All school details are captured here. Cycle Information Class Information School Subjects School Terms and Set up School Days Bus Routes • Use the bus route menu to add detailed information of the bus routes which are available to learners at the school. You are also able to assign an educator responsible for the route. • For schools with subsidized bus services, the official codes sent to schools should be used. Disciplinary codes • On the General School Setup menu select the Merit and Demerit Codes button. The blue codes are the standard codes utilized under the learner section to record learner misconduct and the resultant disciplinary consequences. These levels and codes may not be amended. Only additional descriptions may be added, edited or deleted from the levels. Human Resource: Both Educator and Staff are managed from here Subject Specialization, Teaching Load and Qualifications are captured on this screen Subject Specialisations for Educators • This is where you capture the subjects that an educator has specialized in when getting his qualification. Educator Teaching Load • This gives a complete record of each educator’s workload for the current year Educator Qualification level and Qualification Type Detailed Qualification Type Qualification Information • For entering educator qualifications you have to go to Edit an Educator from the Educator Information menu. Archived Educators Staff/Public Servant Information • This is where you register all non educators on your system e.g. • Admin Staff • Hostel Staff • Practitioner • Professional Non-Teaching Staff • Support Staff (cleaners, factotums etc.) MAINTAINING STAFF ATTENDANCE RECORDS • In this section, absences leave and reasons for leave will be captured and printouts made. Add Leave Records • Here is where you choose the type of leave and enter comments as well as keeping record of leave forms/doctor certificates outstanding. View Individual Educator/Staff Absences • • From this section, a user can view records for individual absences for each staff member including educators. This Screen also shows the number of sick leave available in cycle. Staff Leave Summary Printout • • Staff Leave Summaries are the records of educator or staff attendance for a certain period of time. These records can be used by management to follow absentee patterns and trends of educators and are easily accessible should the Education Department ask for them. Staff leave Summary Printout • The Staff leave Summary Printout gives the status of educator or staff absenteeism per quarter. The summary can also be between selected dates, i.e. on a monthly basis. This data can be used to track educator absenteeism patterns and inform management of direction should absenteeism be a problem at a school. These quarterly statistics are also required by the Education Department for purposes of record keeping. IQMS Module • The IQMS module is used for educator appraisals and performance management. LEARNER INFORMATION Structure of the Learner Information Learner Enrolment Learner Detail: To view this screen, click on learner and then View/Update Learner • Learner information can be edited here Summary of Learner Information • Double click on learner to view summary information of marks and disciplinary record. Transfer Letter • Transfer letter can be printed once a learner has been archived Incidents • Pregnancy, Domestic Violence and Racial Conflict is captured here. Incident Information Family information • View Family • Learner’s Family Details Learner Family report • Both parents (if living together) plus learners in family are shown in this report. Class Statistics • Total number of learners, grade totals and class totals can be viewed here. Different Class Lists Class Details Blank Class List Class Photo List Weekly Learner Attendances • In this section, users can manage the attendance of learners per term. Daily attendance register per month Learner Attendance Printouts List of learners absent for the specific day. View Individual Learner Absences Print Absentee Data per Learner Print total days absent per learner Weekly Attendance Statistics • Shows total absentees per class for the week. Weekly Attendance Statistics • Attendance statistics printout Quarterly return print out. Statistical Data and Reports • This menu is specifically for printing learner lists. It indicates all the printout options available under Learner Enrolment e.g. Alphabetical Listing of whole school or per grade as well as some other options as indicated on screen below. • Learner Reports Learner Details Data Printouts • • • • The above page supplies the data to view in the dropdown box at top right All the data in the dropdown box is data that is required to complete the Annual School Survey If all data fields for learners are completed in the capturing of Learner Information these statistics are automatically populated as a result of the linkages in the programme This data can be exported to Excel Learner Aggregated Data Assign Subjects to Individual Learners • There are three ways in which subjects can be added to learners: – Adding a subject set to the whole class at once – Adding a subject set to an individual learner – Adding individual subjects to individual learners View/Print Learner Subject Allocation • • This allows you to print lists of learner showing their subjects You will also be able to view which learners have no subjects allocated Create Educator Subject groups • Educator subject groups are created for ease of identification of learners linked to a particular educator. An educator can print a list with the names of only the learners she/he teaches in a particular subject, instead of the whole class list and then having to filter names. • E.g. Learners from 2 classes (10C and 10D) joining for a specific subject say Accounting. Common Quarterly Tests • As per LTA 3/2010 and LTA 4/2010 common quarterly tests are written in grades 3, 6 and 9 for Mathematics/Numeracy and Languages/Literacy. Schools are required to report quarterly to Districts on these tests according to distribution in the rating scales 1-7 (grade 9) and 1-4 (grade 3 and 6). • SA-SAMS has created a tool where the marks of these quarterly tests can be captured and a report printed which shows the distribution of marks for the specific subject according to the rating scales. • According to LTA 3/2010 and LTA 4/2010 the last task of each term should represent the quarterly tests. Quarterly Test Tasks Maths/Numeracy Gr. 3 Gr. 6 Gr. 9 Language/Literacy Term 1 Task3 Task4 Term 2 Task 3 Task 4 Term 3 Task 3 Task 4 Term 1 Task 2 Task 2 Term 2 Task 2 Task 2 Term 3 Task 2 Task 2 Term 1 Task 3 Task 3 Term 2 Task 3 Task 2 Term 3 Task 3 Task 3 If a Task is the Quarterly Test for the term, check the Quarterly Test checkbox for the relevant tasks. Enter marks for tasks/activities and the Quarterly Test Task To print report for distribution of marks click on the Quarterly Test tab. The printed report will show the distribution according to levels In the case of under performing schools, quarterly tests are written in Grades 10 to 12 in certain subjects but it does not form part of the SBA mark. Special provision is made for this. • The quarterly test is still registered but excluded from the SBA by clicking the Common Task Check box. The task appears in the Programme of Assessment but is not added to the total marks For distribution report click here Progress Reports Different formats of reports Maintain Reports Comments • There are 3 types of comments: • Subject comment for the term (a list can be compiled) • Comment for individual learner (general comment for specific learner) • Comment appearing on all reports for specific phase (general comment for all learners in a phase) Progress report with comments Subject comment General comment Learner comment Curriculum Related Schedules and Printouts • The following schedules are available: – Internal mark schedule per grade – Internal mark schedule per subject – Internal total mark schedule per grade – Department mark schedule per grade – Level distribution report per subject per grade – Not promoted and repeating numbers – Learners details: repeats and drop outs Marks Schedules This schedule can be used to print a merit list per subject This schedule can be used to print a merit list per learner average Departmental Marks Schedule Example of GET Departmental Schedule Option to display levels Example of FET Departmental Schedule Level distribution report per subject per grade Summary of learner results per quarter Maintain Promotion Decisions • Symbol you want to appear on Promotion Schedule can be set here. Learner promotions can be done here (Internal Cycle Mark Schedule) Year End Learner Promotions • Year end promotion Menu Place Learner in New Grade Annual Promotion Printout • Comparative statistics can be accessed by selecting the graph type required Below is a screen picture of promotion statistics in the Bar Graph GOVERNANCE INFORMATION GOVERNANCE INFORMATION MENU • This module requires the maintaining of parents, learners and the educator members. All of this data would have been previously captured under the relevant modules and is now pulled through here. The available candidates in the relevant category will appear in the list view. • Click on person to be added to SGB Detail of member is recorded here • Click on Save to SGB Each member added will appear in the SGB list on the SGB members form. • The Verify Composition button will give you a breakdown of the members according to title/position on SGB Composition of SGB MAINTAIN GOVERNANCE RECORDS • Click on the Maintain Governance Records and then on the Maintain Policies (see figure in next slide) to add, edit or delete school policies. Maintaining Policies • This screen allows you to add and to edit policies. This should be a list of all policies supposed to be at your school. Maintain Harassment Incidents • • You will see that the incidents have been coded into 4 Types. Enter information on this form PHYSICAL RESOURCE AND SCHOOL INFRASTRUCTURE REGISTER • Click on the Physical Resource button from the Main Menu. The Physical Resources screen allows you to manage: – Learner Support Material – Fixed Assets LEARNER SUPPORT MATERIALS • Here you will: – Add books to your master register list – When you receive books you will add this quantity to your stock (either new stock or existing stock) – Distribute learning materials through the educators to the learners. – When books are being returned, you book them back into stock so that they are available again – When books are lost or damaged you will permanently remove these books out of stock To View the Current LSM Stock • • • • • • Go to View School LSM Stock (1st tab) Choose the category filter – learner textbooks Click on Subject – e.g. Afrikaans Click on Resource – e.g. Afrikaans Ons Taal A small screen on the top right hand corner of the screen will highlight Stock: (quantity); On Loan : (quantity); Available : (quantity) Detailed LSM Inventory List • • Click on the Detailed LSM Inventory List button from the Physical Resources main menu. Printouts available: – Inventory List Per Grade – Inventory List per Subject Blank LSM Issue Form • Form showing all books issued to learner. Learner must sign. FIXED ASSETS • In this section there are 5 main functions – – – – Add some equipment or fixed asset to your master register list Add quantity to your stock (either new stock or existing stock) Distribute these assets through the school. When these assets are being returned, they must be booked back into your stock so that they are available again – When assets are lost or damaged it must be permanently removed. Maintain Master List of Assets • Add New item to Master List Allocate Stock Items (Fixed Assets) To Venues There are many print options to choose from. • Summary Fixed Assets – This will give you a summary total of number of pieces (Assets) in each venue • Print Fixed Asset Stock Registers – Print all or Print per register • Print Fixed Assets Stock Write Off – Filter per date – Filter per stock item – Filter per register Time Tables Example of class Time Table Error and Omission Report • Install programme from the Utilities section on your CD. Any one of these 2 can be used • This icon will appear on your desktop. Double click on it When the program opens, it will automatically select the last SAMS database that was opened • Click on Check The Omissions and Errors must be corrected on SAMS before the LURITS Deployment is done and the CD is written.