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
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
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
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
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.)
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
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
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
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
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
Gr. 3
Gr. 6
Gr. 9
Term 1
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
• 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
– 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
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
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
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
Click on the Physical Resource button from the Main Menu.
The Physical Resources screen allows you to manage:
– Learner Support Material
– Fixed Assets
• 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.
• 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