ABC OF... PHYSICAL RESOURCES

M ABC OF... PHYSICAL RESOURCES O D U L E 14

Published by the Department f Basic Educatin 222 Struben Street Private Bag X 895, Pretria, 0001 Website: www.educatin.gv.za r Thuthng Department f Basic Educatin - January 2013 (All rights reserved) Fr use in publicatin please btain the written permissin f the Department. ISBN: i ABC f... Physical Resurces

Cntents A. Intrductin 4 1. Physical Resurce And Schl Infrastructure Register 4 1.2 Learner Supprt Materials 5 1.2.1 Adding Resurces t the Main Inventry Master List 7 1.3 Issue & Maintain LSM Schl Stck 9 1.3.1 Adding Stck t the Resurces 9 1.3.2 T View the Current LSM Stck 12 1.3.3 T Issue Bks Out Of Stck t the Educatrs 13 1.3.4 Remve LSM Item 13 1.3.5 Return Items Received Frm Educatrs Back Int Stck 15 1.4 Educatr LSM Lan Details 16 1.5 Detailed LSM Inventry List 17 1.6 LSM Inventry Summary per Grade 18 1.7 Blank LSM Issue Frm 19 1.8 Print LSM Stck Write Offs 19 2. FIXED ASSETS 21 2.1 Maintain Master List f Assets 21 2.2 Maintain Venue List 23 2.3 Allcate Stck Items (Fixed Assets) T Venues 24 2.4 Issue and Maintain Fixed Assets 25 2.5 Detail Fixed Assets 27 2.6 Summary Fixed Assets 28 2.7 Print Fixed Asset Stck Registers 28 2.8 Print Fixed Assets Stck Write Off 28 ABC f... Physical Resurces ii

3. Physical infrastructure 29 4. FlwChart Summary Diagram 31 Feedback/Cntact Frm 33 General Instructins n using SA-SAMS Manual: Click n the menu ptin t pen the required screen. Click n Save t update all capturing. Click n Dne t exit the screen. The fllwing symbls are used in the manual t indicate the required actin with every screen: Backgrund Infrmatin Data used in ther mdules r pre-captured data needed Optins in drp-dwn tables Screens that require capturing Printuts and Reprts Summary and Stats screens iii ABC f... Physical Resurces

A. Intrductin The Physical Resurces mdule assists the schl s Prcurement r Stck Cntrl Officer t register and manage all the resurces belnging t a schl, this includes schl chairs, desks, cmputers, etc. Infrmatin frm the learner mdule and the human resurces mdule is required fr the successful use f this mdule. This mdule has the fllwing distinct functins: Learner Supprt Materials (LSM) Fixed Assets Physical Infrastructure Register The Infrastructure Register has all the details required fr the ASS and exprts frm SAMS directly int the SA Tl. This data can be printed and handed ut t educatrs t check fr current status s that changes can be made t update recrds 1. PHYSICAL RESOURCE AND SCHOOL INFRASTRUCTURE REGISTER 1.1 GETTING STARTED T start using this mdule, click n the Physical Resurce buttn frm the Main Menu (see Fig 14.1 belw). Figure 14.1: SA-SAMS Main Menu ABC f... Physical Resurces 4

Figure 14.2: Physical Resurce and Schl Infrastructure Register The Physical Resurces (Figure 14.2 abve) screen shws the fllwing categries in this menu: Learner Supprt Material (LSM) Fixed Assets Physical Infrastructure Stck (Recnciliatin & Certificate) Exprts 1.2 LEARNER SUPPORT MATERIALS There are 5 main functins fr which yu may want t use the Learner Supprt Materials Mdule: Yu may want t add a bk / ther t yur master register list When yu receive bks / ther yu will want t add this quantity t yur stck (either new stck r existing stck) When yu have bks / ther, yu will want t distribute these learning materials thrugh the educatrs and n t the learners. Yu will want t keep a recrd f where they are fr retrieval at a later date. When these bks / ther are being returned, yu will be want t bk them back int stck s that they are available again When bks / ther are lst r damaged yu will need t permanently remve these bks ut f stck 5 ABC f... Physical Resurces

1.3 Maintain General LSM Master List Click n Maintain General LSM Master List buttn. There are already subjects / learning areas added n this list fr yur cnvenience. If there are subjects / learning areas that are being taught at yur schl but is nt n the list belw, d the fllwing: Click n Maintain LSM Subject areas buttn (tp left hand f screen) Click n Add New Subject Area / Discipline t the list mem bx and type the name f the subject yu wish t add. Click n the Save buttn Click n the Delete a Subject Area buttn t delete a subject which des nt apply t yur schl Figure 14.3: Maintain LSM Master List ABC f... Physical Resurces 6

Figure 14.4: Maintain Subject Areas fr LSM 1.2.1 Adding Resurces t the Main Inventry Master List Yu can nw cntinue t add bks / ther t the Subject Areas / learning areas: Click n the subject t add a bk t (Each main subject area has a list f bks already captured n the system). If the bk yu want t add is nt already captured here: Click n Add New LSM Item buttn at bttm f page If it is already n the list, d nt re-enter but yu can click n the Edit Item buttn t edit the Item if required. Figure 5 (Belw): Learning Area Supprt Materials 7 ABC f... Physical Resurces

Figure 14.6 : Add New LSM/Maintain Supprt Materials It jumps t the next page and will shw Subject: (this is the ne yu have chsen n previus page) Select type f item t add Bk / Other (ther learning supprt material) Title f Bk enter details Year Published enter year Publisher enter details Authr/s enter details ISBN enter details (e.g. 0 623 00980 3) Select Categry f Supprt Material (there are 6 categries) E.g. Learner Textbk Language f item (ptinal) enter Grade relevance - Grade t Grade enter details Or if it is ther fr Item (if equipment is t be registered as part f LSM) Item descriptin - enter Manufacturer - enter Year manufactured enter ABC f... Physical Resurces 8

Click n the Save buttn. Click n the Ok buttn. Click n the Dne buttn. T cntinue adding items t this subject, click n Next Item buttn T add items t new subject, g back t LSM Master List (fig 14.4) and select the subject befre adding the item. 1.3 Issue & Maintain LSM Schl Stck Nw that yu have the Subject / Learning Areas and items / resurces under each subject / learning area captured yu are nw ready t stck t these resurces. 1.3.1 Adding Stck t the Resurces Click n Issue & Maintain LSM Schl Stck. There are 4 pages (tabs) at the tp f the screen: View Schl LSM Stck Add LSM Stck Quantities View Lans & Return Items Issue/Remve (write-ff) LSM Item Figure 14.7 : View Schl LSM Stck 9 ABC f... Physical Resurces

Select the Categry Filter (7 selectins) Select the Grade Click n the Subject Area: e.g. Afrikaans At the bttm f the page click n tab Add Stck Quantities r click n the secnd tab Add LSM Stck Quantities This takes yu t the next page (see fig 7 belw) Select Subject Area: enter details (e.g. Afrikaans) Select Grade Select LSM Categry drpdwn bx (e.g. learner textbks) Click n Ok Select item t be added frm the Select item t add drp dwn list Click n drp dwn bx Or Add Stck Item t Master List e.g. Afrikaans Ons Taal (this will nly shw if yu have already added it t the master list) Select Stck Register: e.g. 750/002 Textbks and LSM Select Date: enter Click n Add New Quantity: G t cell Quantity Added and enter amunt f stck received e.g. 100 Item cst: enter e.g. R50 Press Tab buttn it autmatically calculates the amunt f ttal purchase f this item e.g. R5000 Click n Save Stck Data buttn. Click n Ok, and Dne buttns If a mistake has been made it can be remved by Entering Line number t be remved Click n Remve Line buttn ABC f... Physical Resurces 10

11 ABC f... Physical Resurces Figure 14.8: Add LSM Stck Quantities

13.2 T View the Current LSM Stck Once yu have added stck t a resurce it is advisable t g back and check that it has been crrectly entered. This can als be dne at any time t check stck recrds. T d this g back t View Schl LSM Stck (1 st tab) Chse the categry filter learner textbks Click n Subject e.g. Afrikaans Click n Resurce e.g. Afrikaans Ons Taal A small screen n the tp right hand crner f the screen will highlight Stck: quantity/ On Lan : quantity / Available : quantity (see fig belw) Figure 14.9: View Stck Quantity ABC f... Physical Resurces 12

1.3.3 T Issue Bks Out Of Stck t the Educatrs G t View Schl LSM Stck (tab 1) Chse the Categry Filter e.g. Learner Textbks Select the Grade e.g. Grade 8 Click n the General Subject Area e.g. Afrikaans Click n the resurce in the right hand screen e.g. Afrikaans Ons Taal Nw g t Issue / Remve Maintain LSM Schl Stck (Tab 4) (see fig belw) Stck Item will shw e.g. Afrikaans Ons Taal Click n Issue Stck It will shw Ttal Stck It will shw Quantity Available fr Issue Issued t select the educatr Quantity issued enter amunt issued Date issued: select the date issued t educatr Expected return date: select the date that the educatr shuld return the bk Average Cnditin: select Save Stck Item Click n the Ok buttn 13 ABC f... Physical Resurces

Figure 14.10: Issue / Remve LSM Item 1.3.4 Remve LSM Item Yu can als Remve LSM Item n this page. G t View Schl LSM Stck (Tab 1) Click n Subject e.g. Afrikaans Click n Resurce Afrikaans Ons Taal G t TAB Issue / remve LSM Items (Tab 4) Click n Remve Stck Permanently Authrisatin By Reasn fr Remval Remval Date Purchase Histry f Item Quantity Remved Cst t Write Off cst f purchase Save Write Off ABC f... Physical Resurces 14

1.3.5 Return Items Received Frm Educatrs Back Int Stck As sn as an educatr brings back resurces they shuld be entered immediately back int the stck recrds. Click n TAB View Schl LSM Stck (Tab 1) Click n Subject Area e.g. Afrikaans Click n Resurce n right hand screen Afrikaans Ons Taal Click n TAB View Lans and Return Items (tab 3) Items t be returned: resurce Afrikaans Ons Taal Tick in the applicable educatr bx Date f write-ff: select date Number f items being returned: e.g. 40 (if there are still 5 bks utstanding as they have been lst by learners but yu have t lg it as all bks as having been returned and then g t remve LSM tab t remve it frm stck) Figure 14.11: View Lans and Return Items 15 ABC f... Physical Resurces

1.4 Educatr LSM Lan Details T start Educatr LSM Lan Details sub mdule, click n the Educatr LSM Lan Details buttn frm the Physical Resurces main menu n Figure 2 abve. Printuts All Educatrs Select Educatr Figure 14.12: Educatr LSM Lan Details Figure 14.13: Outstanding Items Reprt ABC f... Physical Resurces 16

Or: Figure 14.14: Lan Histry 1.5 Detailed LSM Inventry List T start Detailed LSM Inventry List sub mdule, click n the Detailed LSM Inventry List buttn frm the Physical Resurces main menu n Figure 2 abve. Printuts available: Inventry List Per Grade Inventry List per Subject Figure 14.15: Detail Inventry List 17 ABC f... Physical Resurces

1.6 LSM Inventry Summary per Grade T start LSM Inventry Summary Per Grade sub mdule, click n the LSM Inventry Summary Per Grade buttn frm the Physical Resurces main menu n Figure 2 abve. Figure 14.16: LSM Inventry Summary Per Grade print ut ABC f... Physical Resurces 18

1.7 Blank LSM Issue Frm T print Blank LSM Issue Frm sub mdule, click n the Blank LSM Issue Frm buttn frm the Physical Resurces main menu n Figure 2 abve. Figure 14.17: Print Reprts 1.8 Print LSM Stck Write Offs T print Blank LSM Issue Frm sub mdule, click n the Blank LSM Issue Frm buttn frm the Physical Resurces main menu n Figure 2 abve. 19 ABC f... Physical Resurces

Figure 14.18: LSM Stck Write-Offs Select Filter by Date r Filter by Subject Select Date Frm and Date T frm Filter by Date drp menu if using date Select Subject frm Subject drpdwn Menu if using Subject. Click n Print buttn Figure 14.19: LSM Stck Write-Offs print ut ABC f... Physical Resurces 20

2. FIXED ASSETS In this sectin there are 5 main functins fr which yu may want t use the Fixed Assets Mdule Yu may want t add sme equipment r fixed asset t yur master register list When yu receive assets yu will want t add this quantity t yur stck (either new stck r existing stck) When yu have assets, yu will want t distribute these assets thrugh the schl. Yu will want t keep a recrd f where they are retrieval at a later date When these assets are being returned, yu will be want t bk them back int fr stck s that they are available again When assets are lst r damaged yu will need t permanently remve these bks ut f stck In this way we are ging t prcess sme purchases and allcate them t a specific venue. 2.1 Maintain Master List f Assets T start the Maintain Master List Assets sub menu Click n the buttn Maintain Fixed Assets Items buttn frm the Physical Resurces main menu n Figure 2 abve. Figure 14.20: Maintain Master List f Fixed Assets 21 ABC f... Physical Resurces

Click n buttn Add New item t Master List Descriptin: enter item descriptin e.g. High back chairs Item cde: e.g. 001 Average Cst: e.g. R500 each Click n Save Details t Master List Click n Ok, and Dne t finish Carry ut this functin fr all items n yur Fixed Assets register Yu nw have created the Master List f Assets. Yu can always add t this list as yu receive assets Other functins available n this screen: Select item t View (alphabetical listing) View by Cde (cde between and ) View All Master Items Remve Item frm Master List (this functin is available if the schl sells the item, r it is lst r stlen) Search List fr Stck Item ABC f... Physical Resurces 22

2.2 Maintain Venue List G t Maintain Venue List Figure 14.21: Maintain Venue List Click n Add New Venue There are 11 categries f venues in the drp bx t chse frm (please identify them first in rder t decide which rms fall under which Categry: Enter Descriptin e.g. Grade 1 class Enter Categry e.g. Classrm Enter Rm number e.g. Rm 1 Click n Save Venue, and Ok Yu nw d this fr every rm in yur schl Nte: Yu have nw created all the venues in yur schl s that yu can g n t the next step and lg where the assets are ging t be registered at. 23 ABC f... Physical Resurces

2.3 Allcate Stck Items (Fixed Assets) T Venues Click n Maintain Master List f Assets buttn n the Physical Resurces main menu Nw g t the TAB Create Venue Assets List fr Stck Cunt (Tab 2) Figure 14.22: Maintain Master List f Fixed Assets Click n Venue type e.g. Labratry and it jumps int the tp cell Click n - Select items fr this venue type drp dwn bx Select Items fr this Venue Type e.g. Bunsen Burner Click n Accept Item fr Venue Click n Save, Ok, and Dne. D this fr all items selected fr this venue ne by ne D this fr all venues ne by ne Yu have nw allcated types f assets t specific rms in yur schls s that yu knw where they shuld be fund at any stage Other functins available n this screen: Remve item. ABC f... Physical Resurces 24

Print Optins: Print all Print per Grup select a Grup Print 2.4 Issue and Maintain Fixed Assets Click n Issue and Maintain Fixed Assets buttn frm the Physical Resurces main menu Click n TAB Add stck t Venues (Tab 1) Figure 14.23: Maintain Inventry Stck per Venue Click n Select a venue t Maintain Stck Quantities Drp dwn bx: select e.g. Principals ffice Select Asset Register: e.g. 600/001 Furniture & Fittings Date f Purchase: e.g. 16/01/2005 Add Fixed Asset t grid: select item e.g. high back chair Stck cde it is autmatically ppulated after having highlighted high back chairs(this 25 ABC f... Physical Resurces

Infrmatin pps autmatically int the first line f the grid) Tab acrss t Quantity added: e.g.1 TAB acrss this ppulates the Ttal Amunt Click n Save T Venue and Dne buttns. Nte: This adds the quantity f any item and the ttal value t the venue where they shuld be fund. This shuld be dne fr every item and quantity f every item that yu have allcated in the schl. If yu have made a mistake and entered an item twice r entered incrrectly then g t the bttm f the page. Enter in the line number which yu wuld like t delete and Press Remve Line and n Save T Venue buttn. WRITE OFF STOCK ITEMS Click n Issue and Maintain Fixed Assets buttn frm the Physical Resurces main menu n Figure 2 abve Click n TAB Write ff Stck Items Tab 2 Select Venue fr write ff : chse Click n item t be written ff: select Nte: This ppulates the right hand side f the screen Number f items t be discarded: enter quantity Reasn fr write ff: 3 Optins: Brken, Stlen r Lst Select date, Write ff stck, and Ok Yu will see the stck written ff under screen n Figure 22 ABC f... Physical Resurces 26

Figure 14.24: Maintain Inventry Stck per Venue: Add Stck t Venue 2.5 Detail Fixed Assets Order by Item cde Print all venues Print per venue Print per grup (categry) Alphabetically by Item Descriptin Print all venues Print per venue Print per grup (categry) 27 ABC f... Physical Resurces

Figure 14.25: Detail Fixed Assets 2.6 Summary Fixed Assets This will give yu a summary ttal f number f pieces (Assets) in each venue 2.7 Print Fixed Asset Stck Registers Print all r Print per register (per accunt number) 2.8 Print Fixed Assets Stck Write Off Filter per date (frm t ) Filter per stck item (Cde between and ) Filter per register: (Chse accunt) ABC f... Physical Resurces 28

3. PHYSICAL INFRASTRUCTURE Select the Infrastructure Register frm the Physical Resurces Submenu. (Figure 2). Figure 14.26: Maintain Infrastructure Details Yu will see that there are tw parts t the register. Bth parts must be filled in. T fill in the register use the example given. Enter the crrect data fr yur schl, using the cdes and yur wn data t fill in the text blcks. When each page is cmplete, press Next Page t cntinue. When all 4 pages are cmpleted, press the yellw Save buttn t save yur data. Press Dne t cmplete the task. Figure 14.27: Part 1 Schl Register f Infrastructure 29 ABC f... Physical Resurces

Nte: All nine pages must be filled in Figure 14.28: Part 2 Schl Register f Infrastructure T view past Infrastructure Registers, click n the Registers frm Previus Years select the relevant Year buttn (either PART 1 r PART 2). Click Dne t cmplete the task. ABC f... Physical Resurces 30

4. FlwChart Summary Diagram 31 ABC f... Physical Resurces

Ntes ABC f... Physical Resurces 32

Feedback/Cntact Frm Yur feedback is imprtant t us. Please leave any cmment that yu want. If yu are struggling with anything in this mdule, please send us an email and remember t als give us a number r email t cntact yu back with. Cntact Name: Email Address: Cellphne Number: Versin f SA-SAMS: Operating System: District / Prvince: Cmments / Prblem Details: Send Email Cntact Persn Telephne Email Carinne van der Westhuizen 0123573832 vanderwesthuizen@dbe.gv.za Pauline Ramphele 0123573287 ramphele.m@dbe.gv.za Lebgang Mveke 0123573396 mveke.l@dbe.gv.za Sandile Mkhize 0123573351 mkhize.s@dbe.gv.za Andrew Mkale 0123573665 mkale.a@dbe.gv.za 33 ABC f... Physical esurces