1. SADC EMIS EXCHANGE SOUTH AFRICA 17 November 2014 Solveig van Vreden

2. USING LURITS DATA The Learner Unit Record Information and Tracking System (LURITS) is the National web-based System receiving data from schools through school administration systems LURITS IS ONE OF THE 10 PRIORITIES BY GOVERNMENT FOR EDUCATION USE OF LURITS TO SOURCE DATA FOR REPORTING ON THE PERFORMANCE OF EDUCATION SECTOR IN 2015 and beyond Supported by the Council of Education Ministers’ decisions taken on 22 Nov. 2012 & 19 Sept. 2013:  School Administration System/SA-SAMS should be made mandatory  Learner ID number should be made mandatory in SA-SAMS/LURITS  Submission of accurate EMIS information should be included as a condition for schools receiving their financial allocations  PEDs should provide an action plan for action to be taken against principals found inflating learner numbers  Assist in ensuring that the LURITS system was completed by insisting that parents provide ID numbers when they enrolled their children  No reports should be accepted if not generated from the School Administration System in schools with appropriate infrastructure 2

3. USING LURITS DATA What are the implications of these decisions? Replace aggregated EMIS survey data to using SA-SAMS and LURITS Accredited Software Systems (LASS) only for Providing unit level data to LURITS for Reporting, Planning and Monitoring the performance of the Education system FUNDING for Public & Independent Schools are based on PER LEARNER data therefore we cannot continue using self-reporting aggregated data All Schools (Public & Independent) Learners (Public & Independent) and Related Data must therefore be registered and update their data on school administration systems for uploading electronically to LURITS four times a year. Data from LURITS feeds backs to schools by providing learners with LURITS numbers, successful uploads, errors, omissions and rejection reports. Schools must correct data on their systems 3

4. PROVIDING DATA TO LURITS The SOURCE of LURITS data are the School Administration Systems – SA-SAMS and LURITS Accredited Software Systems (LASS) Because the strength of LURITS is its tracking of movement of learners and educators Schools must ensure that they follow the correct processes at all times: Critical for now is the TRANSFER OUT and ARCHIVING of learners that are leaving the school in preparation for 2015 Schools must therefore ensure that All LEARNERS are UPDATED, CORRECTED & PROMOTED and then Uploaded on LURITS before the end of the 2014 academic year From 2015: QUARTERLY updates e.g. – Q1 by 31 March 2015 4

5. 5 2014 Learners: 30 Oct. Ordinary Public & Independent ProvinceIndependent – 25%Public – 97%Active Learner Total Eastern Cape1 1141 707 3281 708 442 Free State559 948 Gauteng70 9941699 9151 770 909 Kwazulu-Natal20 4912 493 198 2 513 689 Limpopo4 4391 599 4451 603 884 Mpumalanga1 8961 000 5551 002 451 North West1 620605 241606 861 Northern Cape197 693 Western Cape46 8071 010 9331 057 740 Grand Total 147 36110 874 25611 021 617

6. 6 2014 Schools: 30 Oct. Ordinary Public & Independent ProvincePublic: 99 %Independent: 23 %Total Eastern Cape 1 6803772 057 Free State 5 52845 532 Gauteng 5610 Kwazulu-Natal 1 3770 Limpopo 5 732485 780 Mpumalanga 1 46341 467 North West 2 0421252 167 Northern Cape 1 80741 811 Western Cape 4 018104 028 National 24 20857224 780

7. 7 For planning and reporting ALL SCHOOLS must therefore provide minimum data/indicators. A. Currently: The minimum is the EMIS Annual Survey/SNAP requirements: Basic school information Mode of upload to LURITS: - Direct upload from LASS and Provincial Warehouses. - Batch upload from SA-SAMS databases on CDs B.Planned Activities: The process has commenced whereby all Schools will upload directly to Standardised Provincial Warehouses. The Provincial Warehouses will therefore: Have to comply to the MINIMUM MANDATORY FIELDS. Individual Provinces will add additional Provincial specific data. Be subjected to the SAME VALIDATION RULES as for LURITS, ANA and Exams, ensuring that data flows seamlessly from the Schools to Provincial Warehouse to LURITS and then to other national systems. Therefore the SA-SAMS and LASS systems must also comply to the same validation rules and ensure that Schools and Districts provide QUALITY DATA to all the Systems PROVIDING DATA TO LURITS

8. 8 In the process of amending the National Education Information Policy (NEIP) & The development of LURITS Regulations & Quality Assurance (QA) processes to address the migration: From manual aggregated data surveys To electronic unit record data by school administration systems providing data to LURITS By setting minimum data requirements, Quality Assurance and other compliancy processes required by schools, districts and provinces to address learners rejected or registered temporary as Provisional learners. This will ensure that all learners and related data are successfully uploaded to LURITS POLICY IMPLICATIONS

9. QUALITY ASSURANCE: ANA 2014 9 2014 The ANA learner registration “forced” the use of SA-SAMS and LURITS Accredited Software Systems (LASS) in some Provinces to provide data to LURITS in a relatively short time But it also “exposed schools” to the lack of quality of data received from some school 2015 and beyond All Provinces must provide ANA and NSC learner registration and marks through SA-SAMS or LASS to LURITS

10. 10 Auditor General of South Africa (AGSA) AUDIT Signed Provincial EMIS Business Plans and Delivery of EMIS Key Priorities: a)SA-SAMS Rollout and Training b)Data Quality Audits c)Warehouses & d) BI/GIS e)LURITS Management & LURITS System Administrators Audit Schools, Districts and Provinces on data in their School Administration Systems against admission and attendance registers, learner birth certificates etc. that has been imported to LURITS will improve the Completeness & Quality of data received LURITS Audits: Ensure Security of the LURITS System and its Data QUALITY ASSURANCE: AUDITS

11. QUALITY ASSURANCE: RISKS 11 QUALITY ASSURANCE: The Correct Info to the Correct Person at the Correct Time COMPLIANCY OF TIME FRAMES BY SCHOOLS, DISTRCTS & PROVINCES Schools wait till the last minute to capture/update all their data – mistakes slip in. Schools must update information on a daily basis on their School Administration Systems INCOMPLETE, INACCURATE AND OUTDATED DATA FROM SCHOOLS Use of old patches, incomplete and inaccurate data etc. School is the SOURCE of all data, but Schools often do not see the importance of accurate data – data is “EXPOSED” when reaching LURITS – where it cannot be corrected. Incomplete and inaccurate data therefore has to be returned to schools for corrections – this lengthens and delays the availability of accurate and complete data in Provincial Warehouses and LURITS

12. DATA REJECTIONS BY LURITS - Not following correct processes for Quality Assuring data at School, District & Province Level - Validation rules are not the same in systems feeding data into each other Example below shows that most of the values are captured incorrect on SA-SAMS. Note how Educator Birth Date is being captured 12 QUALITY ASSURANCE: RISKS