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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
  1. Background.
  2. Mandates and Strategies if EMIS.
  3. Improvement in DoE structure.
  4. National/Provincial MTEF Allocations.
  5. 2007/8 Provincial Allocations for EMIS (R000)
  6. EMIS improvement activities DoE.
  7. Challenges DoE.
  8. EMIS improvement activities PEDs.
  9. 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.

6
2. 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.

7
2. 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

10
INTEGRATED 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.

12
Information, 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.

36
9. 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.

37
9. 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.

38
9. 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.

40
9. 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.

41
9. 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.

42
9. CHALLENGES MP
  • Delay in the allocation of tenders by SITA delay
    the projects.
  • Lack of capacity and shortage of skilled
    personnel.

43
9. 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.

44
9. 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.

45
9. 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
  • THANK YOU
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