SA-SAMS. Guideline for using Physical Resources and Infrastructure. Register Module. September 2009

Transcription

1 SA-SAMS Guideline fr using Physical Resurces and Infrastructure Register Mdule September 2009 Educatin Management Systems (EMS) Department f Educatin Private Bag X PRETORIA

2 CONTENT 1. INTRODUCTION PHYSICAL RESOURCE AND SCHOOL INFRASTRUCTURE REGISTER LEARNER SUPPORT MATERIALS Maintain General LSM Master List Adding Resurces t the Main Inventry Master List Issue & Maintain LSM Schl Stck Adding Stck t the Resurces T View the Current LSM Stck T Issue Bks Out Of Stck t the Educatrs Remve LSM Item Return Items Received Frm Educatrs Back Int Stck Educatr LSM Lan Details Detailed LSM Inventry List LSM Inventry Summary per Grade Blank LSM Issue Frm Print LSM Stck Write Offs FIXED ASSETS Maintain Master List f Assets Maintain Venue List Allcate Stck Items (Fixed Assets) T Venues Issue and Maintain Fixed Assets Detail Fixed Assets Summary Fixed Assets Print Fixed Asset Stck Registers Print Fixed Assets Stck Write Off PHYSICAL INFRASTRUCTURE... 28

3 1. INTRODUCTION The Physical Resurce and Schl Infrastructure Register mdule is used as a tl 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. Yu will ntice n Figure 1 belw that the mdule has three distinct functins: Learner Supprt Materials Fixed Assets Physical Infrastructure The Physical Infrastructure Register is all the detail 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 2. PHYSICAL RESOURCE AND SCHOOL INFRASTRUCTURE REGISTER T start using this mdule, pen the Physical Resurces & Schl Infrastructure Register (Fig 1) by clicking n the Physical Resurce buttn frm the Main Menu. Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 3 f 31

4 Figure 1: SA-SAMS Main Menu Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 4 f 31

5 Figure 2: Physical Resurce and Schl Infrastructure Register The Physical Resurces (Figure 2 abve) screen shws the fllwing categries in this menu: Learner Supprt Material Fixed Assets Physical Infrastructure General Exprts The fllwing listed data elements were used in putting tgether the General Schl Setup mdule. 3. 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 3.1 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: Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 5 f 31

6 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 3: Maintain Subject Areas fr LSM Adding Resurces t the Main Inventry Master List Yu can nw cntinue t add bks / ther t the Subject Areas / learning areas: Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 6 f 31

7 Figure 4:LSM Master List 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. Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 7 f 31

8 Figure 5: 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 ) 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 8 f 31

9 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 1) and select the subject befre adding the item. 3.2 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 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 9 f 31

10 Figure 6: View Schl LSM Stck 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 10 f 31

11 Figure 7: Add LSM Stck Quantities 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 7 belw) Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 11 f 31

12 Figure 8: View Stck Quantity 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 8 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 12 f 31

13 Expected return date: select the date that the educatr shuld return the bk Average Cnditin: select Save Stck Item Click n the Ok buttn Figure 9: Issue / Remve LSM Item 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 13 f 31

14 Reasn fr Remval Remval Date Purchase Histry f Item Quantity Remved Cst t Write Off cst f purchase Save Write Off 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) Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 14 f 31

15 Figure 10: View Lans and Return Items 3.3 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 15 f 31

16 Figure 11: Educatr LSM Lan Details Figure 12: Outstanding Items Reprt Or: Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 16 f 31

17 Figure 13: Lan Histry 3.4 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 17 f 31

18 Figure 14: Detail Inventry List 3.5 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 15: LSM Inventry Summary Per Grade print ut Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 18 f 31

19 3.6 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 16: Print Reprts 3.7 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. Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 19 f 31

20 Figure 17: 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 20 f 31

21 Figure 18: LSM Stck Write-Offs print ut 4. 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. 4.1 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. Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 21 f 31

22 Figure 19: Maintain Master List f Fixed Assets 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 22 f 31

23 4.2 Maintain Venue List G t Maintain Venue List Figure 20: 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 23 f 31

24 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 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 21: 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 24 f 31

25 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. Print Optins: Print all Print per Grup select a Grup Print 4.3 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) Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 25 f 31

26 Figure 22: 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 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 Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 26 f 31

27 Figure 23: Maintain Inventry Stck per Venue: Add Stck t Venue 4.4 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) Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 27 f 31

28 Figure 24: Detail Fixed Assets 4.5 Summary Fixed Assets This will give yu a summary ttal f number f pieces (Assets) in each venue 4.6 Print Fixed Asset Stck Registers Print all r Print per register (per accunt number) 4.7 Print Fixed Assets Stck Write Off Filter per date (frm t ) Filter per stck item (Cde between and ) Filter per register: (Chse accunt) 5. PHYSICAL INFRASTRUCTURE Select the Infrastructure Register frm the Physical Resurces Submenu. (Figure 2). Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 28 f 31

29 Figure 25: 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. Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 29 f 31

30 Figure 26: Part 1 Schl Register f Infrastructure Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 30 f 31

31 Figure 27: Part 2 Schl Register f Infrastructure Nte: All nine pages must be filled in 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. Guidelines Fr Using the Physical Resurce and Schl Infrastructure Register Manual Page 31 f 31