Title: Presentation to the Portfolio Committee by the Department of Education
1- Presentation to the Portfolio Committee by the
Department of Education - 09 November 2007
- Progress report on the rollout of Education
Management Information System (EMIS)
2 Structure of the presentation
- Background.
- Mandates and Strategies if EMIS.
- Improvement in DoE structure.
- National/Provincial MTEF Allocations.
- 2007/8 Provincial Allocations for EMIS (R000)
- EMIS improvement activities DoE.
- Challenges DoE.
- EMIS improvement activities PEDs.
- Challenges PEDs
3 1.Background
- Inherited a desperate information collection
system in 1994. - Ex department each had their own system, new
system required for new education system from
scratch. - Considerable challenges, however improvements on
the go.
4 1.Background
- Recognition of the importance of EMIS both
nationally and internationally. - Need for scientific basis for planning and
decision-making. - Increasing demand for education statistics.
- Challenge in coordinating EMIS with Provincial
Education Departments - EMIS was prioritized by government in the medium
term budget policy statement of October 2005.
5 1.Background
- EMIS is coordinated through the Heads of
Education Department Committee (members DoE,
PEDS, HSRC, Research Institute for Education
Planning Free State University, Statssa and
Union representatives. - The HEDCOM sub-committee on EMIS is one of the
oldest established committees and is still very
active. It meet at least 4 times a year and
allocates tasks to technical committees. - Additional funding to national and provincial
EMIS units for the MTEF period 2006/7 to 2008/9
was made available. Initially some challenges as
the allocations for which a bid was made was
divided between the equitable share grant and an
allocation to the DoE. - National and Provincial EMIS units are jointly
managing an EMIS improvement plan using this
priority funding to achieve the EMIS improvement
strategy.
62. Mandates and Strategies of EMIS
- In terms of the National Education Policy
Act,1996(Act No.27 of 1996),the Minister of
Education must monitor and evaluate the standards
of education provision, delivery and performance,
to a large extent through the use of national
education statistics. (Source National
Education Information Policy ,2004 ) - Therefore the aim of EMIS is to promote the
development and operation of education and
training management information systems for
accountability, planning and monitoring to
achieve quality and effective service delivery in
the national education system.
72. Mandates and Strategies of EMIS
- The National Education Information Policy was
Gazetted in August 2004 (No. 26710) in terms of
Section 3(4) (a) of the National Education Policy
Act (NEPA),1996 (Act No.27 of 1996). - In terms of EMIS Policy Education information
standards are to be developed. Six of the
standards were completed and published in
Government Gazette 29759 during February 2007.
Standards 6 13 will be finalized by March 2008.
8 2. Mandates and Strategies of EMIS
- Vision for an Integrated Education Management
- Information System
- All data should be collected from a single source
system at institutional level to provide a single
entry point of truth - All operational and transversal systems must be
built on top of the institutional systems and
must be available for use at both a provincial
and national level (may be virtual not physical)
to provide a single operation of truth - The reporting layer (or business intelligence)
will be a single layer on top of the operational
systems to provide one single integrated view of
the truth.
9 2. Mandates and Strategies of EMIS
- HEDCOM adopted a strategy is to move away from
aggregated data collection through survey forms
to the collection of unit record data from the
source systems e.g. school record keeping
systems. - Activities in the EMIS Improvement Plan
- The implementation of the SA-SAMS school
administration system as a basic standard for all
school data collection in order to improve and
standardise data at the source level this is
the first step in building a national unit record
system - Develop and implement the national unit record
information and tracking system - (DoE to develop and provinces to implement from
March 2008) - Develop and implement business intelligence
reporting systems - Improve the quality of all data through data
audits, the implementation of data standards, the
enhancement of systems and training in data
management areas
10INTEGRATED EMIS
BI Reporting Layer
Reporting Layer
LURITS
NEIMS
OTHER
Operational Transversal Systems
SA-SAMS School Level
Source Level
11 3.Improvement in DoE Structure
- A new Directorate at DoE level established to
focus specifically on national systems design and
development was established in April 2007. - The EMIS Directorate has been restructured to
improve capacity in the area of Data management,
Data Reporting Dissemination, Statistical
Analysis and Geographic Information Systems. - The third component of the improved information,
monitoring and evaluation function of the DOE is
fulfilled by the Monitoring and Evaluation
Directorate that specializes in data analysis and
research.
12Information, Monitoring and Evaluation
Systems design and development Process design and
development
Education Management Systems
Data collection, management and
reporting Statistical processes
Education Management Information System
Research, analysis and reporting on system and
indicators
Monitoring and Evaluation
13 4.National/Provincial MTEF Allocations for EMIS
(R000)
14 5. 2007/8 Provincial Allocations for EMIS (R000)
15 6. EMIS IMPROVEMENT ACTIVITIES
- 1. Learner Unit Record Information and Tracking
System - The LURITS project is based on four pillars
- The technical system development
- The deployment platform system architecture and
infrastructure - Provincial planning and support for
implementation - Development of business processes, user
guidelines and ultimately policy to underpin the
system
16 6. EMIS IMPROVEMENT ACTIVITIES
17 6. EMIS IMPROVEMENTG ACTIVITIES
- 2. SA-SAMS (School Administration and Management
System) - SA-SAMS forms the basis of the learner unit
record information and tracking system as SA-SAMS
will feed the LURITS with the learner data from
school level and provide the unit record data
standard to schools using other school
administration packages. - The Provincial Education Departments are rolling
out SA-SAMS to the schools. - The role of the DoE is to maintain the SA-SAMS
package to ensure that it meets the needs of the
National Curriculum Statement and other relevant
policies.
18 6. EMIS IMPROVEMENTG ACTIVITIES
19 6. EMIS IMPROVEMENT ACTIVITIES
- The DoE signed a PROTOCOL with Stats SA on 04
October 2007 in pursuit of earning Official
Statistics status (as stipulated in the
Statistics Act of 1999) and also complying with
Government-Wide Monitoring and Evaluation System. - Compliance with South African Statistical Quality
Assurance Framework (SASQAF). - Collaboration with UNICEF for the enhancement of
EMIS especially in regards to monitoring
children's rights.
20 6. EMIS IMPROVEMENT ACTIVITIES
- Reports published by the department
- School Realities. Published annually as from 2005
to date - Education Statistics in South Africa at a Glance
from 2000. - These reports and other information are available
on the website. - Published National Guidelines on Completing the
Annual Survey for Ordinary schools. - Electronic data capturing capability.
- Capacity assessment of PEDs undertaken
21 7. CHALLENGES FACED BY THE DEPARTMENT
- Late submission of data situation improving
year by year but not desirable - Lack of skills in advance statistical analysis
particularly in education and EMIS looking at
collaboration with HEIs - Difficulty in recruiting and retaining scarce
skills innovative salary packages being
explored
22 8. EMIS IMPROVEMENT ACTIVITIES EC
- SA-SAMS
- Trained 1,400 of 1,500 schools on the
implementation of SA-SAMS. - Trained circuit managers on the completion of
the Annual School Survey. - Purchased 95 computers to support schools and
districts.
23 8. EMIS IMPROVEMENT ACTIVITIES EC
- Business Intelligence Solution
- Advance stage of implementation of a BI
solution for the province. - Data Quality Audit
- Audit has been done in the ABET,FET and SNE
surveys. - Awaiting quotes for the auditing of the ASS in
ordinary schools.
24 8. EMIS IMPROVEMENT ACTIVITIES EC
- Data sets are submitted within Gazetted
submission dates. - Department is in the process of appointing EMIS
representatives at the District Level. - DCES and SES posts have been advertised and will
be filled by 1 April 2008. - Captured data has been quality assured by using
verification tool provided by DoE. - Quality of the 2007 ASS has been improved by
implementing quality assurance at the District
Level. - Captured data has been quality assured by using
verification tool provided by DoE.
25 8. EMIS IMPROVEMENT ACTIVITIES FS
- The department has rolled out SA-SAMS to all
public schools as first phase of the unit record
collection. - 488 schools has been trained on the use of
SA-SAMS. - EMIS-Online was designed and implemented during
2006/7 financial year. http//emis.fsdoe.fs.gov.za
- Resources(switches100m cables) were supplied to
Districts to install an Administrative Network in
400 schools. - In the process of appointing Six contract workers
to do training at school level. - A physical learner head-count was done in August
in 100 of the schools and discrepancies were
pointed out to school principals.
26 8. EMIS IMPROVEMENT ACTIVITIES GP
- SA SAMS 1248 schools has been trained,1248
schools data captured and provided to schools,
stored on CDs out of the total target group of
1280. - Business Intelligence Solution Data has been
linked to GIS and can be spatially mapped and
analyzed. - Data Quality All data sets has been coded
according to the draft national data dictionary
and standards. - District Capacity EMIS is represented at the
district level by Policy and Planning Unit. - Capacity Building Staff development on
statistical analysis
27 8. EMIS IMPROVEMENT ACTIVITIES KZN
- SA-SAMS
- Technical assistants appointed to rollout
SA-SAMS to schools. - 500 schools provided with a computer, printer,
UPS unit, MS Office and SA SAMS preloaded per
school. - 514 schools have been trained on the use of SA
SAMS. - A further 500 scheduled for training by 02
December 2007 while 1100 will be trained between
January 2008 and 31 March 2008. - A call centre aimed at assisting schools resolve
technical problems (both software and hardware)
is almost ready for deployment (waiting
relocation from DBN to PMB).
28 8. EMIS IMPROVEMENT ACTIVITIES KZN
- Working Electronic Data Capturing (EDC) system
- Hardware already installed and deployment of
solution is underway. - Two officials from the province have received
training on administering the EDC system . - Implementation of BI
- Webfocus has been purchased and installed.
- Reports based on the Snap survey of 2003 2006
have already been developed. - A number of SEMS (ward managers) being trained as
part of the pilot deployment of the system at
district level - Data quality audits
- The audit that was scheduled for June August
2007 was rescheduled for January 2008 due to the
industrial action. - A sample audit of data provided for different
surveys conducted in different institutions will
become a standard feature from 2008
29 8. EMIS IMPROVEMENT ACTIVITIES LP
- SA-SAMS
- Installed SA SAMS in the Dinaledi schools (Vhembe
District). - The target for this quarter is to have 902
schools using SA- SAMS. - Training on the use of SA-SAMS will follow with
the help of the service provider. - Lurits implementation
- Implementation plans for LURITS have already been
developed with the help of the National DoE. - Business Intelligence tool
- EMIS is in the process of procuring a business
intelligence tool (data mining and analysis tool)
from potential service providers. - Data quality
- Training is provided to school personnel who are
responsible for filling out the survey forms by
EMIS staff . This has led to a tremendous
increase in the data quality.
30 8. EMIS IMPROVEMENT ACTIVITIES MP
- SA-SAMS 200 schools trained on SA-SAMS.
- LURITS IMPLEMENTATION EMIS staff trained on
LURITS implementation. - Data Quality Audits 198 Schools Headcount on
Snap Survey complete.
31 8. EMIS IMPROVEMENT ACTIVITIES NW
- A total of 1545 schools have already been given
the SA-SAMS PC. - A total of 447 schools have been connected to the
internet. - A total of 224 schools have already received
SA-SAMS training. - EMIS room which housed an EDC scanner and
desktops is fully operational. - Snap Survey 2008 for Ordinary Schools will be
captured using EDC( DoE support is required for
this exercise)
32 8. EMIS IMPROVEMENT ACTIVITIES NW
- The NWED GIS is currently being developed further
to work more efficiently at Regional level were
the ECD,ABET and Ordinary School information is
updated - The Regional EMIS Officials are being trained to
train Principals - The headcount in all of NWED institutions has
been completed and the information compared with
that of Snap, Annual and Post Provisioning Model
Survey
33 8. EMIS IMPROVEMENT ACTIVITIES NC
- SA-SAMS Conducted SA-SAMS training in 82
schools. - LURITS Completed the rollout plan for LURITS.
- BI System Placed an order for the procurement of
a data base and BI system.
34 8. EMIS IMPROVEMENT ACTIVITIES WC
- SA-SAMS rollout
- Busy with tender to get SAMS webbased
- and linked to CEMIS.
- Learner Unit Record CEMIS
- Is in place in WC at Public and SNE schools.
Online Promotion process reviewed. Online SNE ASS
survey in progress.
35 8. EMIS IMPROVEMENT ACTIVITIES WC
- Electronic Data Capture
- Investigating scanning and filing of school
promotion schedules linked to Business
Intelligence tool and retrieval procedures. - Business Intelligence Project
- School data quality assessments queries and staff
establishment printing and distribution. - Data Quality improvement
- EIS data verification query clearance activities,
- Cemis error and correction reports.
369. CHALLENGES EC
- SKILLS AND CAPACITY
- Only 26 of posts filled according to the current
organogram. - The following posts has been identified as
critical - Survey Statistician, Database administrators,
Programmers, Business, Intelligence Manager, GIS
Manager and GIS, Technicians and admin. - ACTIVITIES BEING HAMPERED
- Onsite support for schools on SA-SAMS, Helpdesk
function for SA-SAMS, Producing Statistical
Reports and GIS Analysis.
379. CHALLENGES FS
- Major problems being encountered is low levels of
basic computers skills. - Delays in return of survey forms from the
institutions to EMIS unit. - Need to increase the EMIS officials at District
level and Head Office level.
389. CHALLENGES GP
- Lack of human resource both at district and
school level for implementing LURITS and SA-SAMS.
However, these posts have been advertised in the
last month and would be filled by the end of the
year. - A critical area is that the lack of admin support
at school level dedicated to EMIS (SA-SAMS) that
could impact negatively on the quality,
completion and timeous return of the data.
39 9. CHALLENGES GP
- Poor network connectivity and band width capacity
at districts and schools. - Data Quality need more intensive training of
school staff on completion of forms and
information. - Slow return of survey forms
- Difficulty in receiving information from some
independent schools. - Incomplete completion of forms result in
continuous follow up resulting in the delay in
sealing and finalizing the dataset.
409. CHALLENGES
- Technical assistants appointed on contract being
snapped by employers offering permanent
employment. A recruitment drive aimed at
attracting unemployed IT graduates is currently
underway. - Some schools not allowing technical assistants to
install software and train personnel. A general
circular will be issued to schools explaining the
rationale behind SA SAMS and how this ties up
with the envisaged LURITS process. - More than 1500 schools do not have electricity.
The Department is looking at the feasibility of
using solar power in conjunction with laptop
computers . - Many schools do not have admin personnel required
to administer the SA-SAMS.
419. CHALLENGES LP
- Shortage of staff within the unit.
- Senior Manager has been appointed and recruitment
of Managers is being finalized. - Manual capturing of survey forms. Computerizing
schools (with the help of IT) with the potential
to install survey tools for electronic data
capturing. - Development of the EMIS provincial EMIS strategy
still underway.
429. CHALLENGES MP
- Delay in the allocation of tenders by SITA delay
the projects. - Lack of capacity and shortage of skilled
personnel.
439. CHALLENGES NC
- Delay in procurement.
- Delay in submission of surveys from schools and
districts. - Delay in the appointment of EMIS District
personnel hampers the decentralization of the
capturing, verification and validation. - The submission of inaccurate ASS data by schools
impact negatively on EMIS reporting time frames.
449. CHALLENGES NW
- Training, advocacy, monitoring and support of
Schools on SAMS is behind schedule. - Have however trained 21 Data Typists and 28
Education Development Support Centre Managers who
will be responsible for training all the schools. - Internet Connectivity of Schools using MTN 3-G
cards to cover schools is a challenge - There is
a need to explore other cellular providers or an
alternative solution.
459. CHALLENGES WC
- Theft of equipment and infrastructure.
- Limited resource capacity
- The process of procurement through SITA is
delaying the implementation of SA-SAMS rollout in
WC.
46