3_Human Resource Information SAMS Module2 (7Oct2009)
Contents
1. Staff Attrition Register Printout of DA Interview Records L b 1QMS Statistics Emis HR Printouts Development Appraisal and Performance Measurem Figure 41 HR Menu IQMS SA SAMS Human Resource Information Sub Module user manual Page 42 of 422. Figure 33 Maintain Weekly Staff Attendance 5 5 Staff Attendance e You cannot proceed unless school terms and school days have been set up in General School Information e Click Maintain Weekly Staff Attendance The Weekly Attendance page opens e Click on the name of the term in which you are marking e g Term 1 e Select the Weekending Date has to be on a Friday from the dropdown calendar box and then click on the yellow button Mark Attendance and e The attendance page will open please see below SA SAMS Human Resource Information Sub Module user manual Page 35 of 42 Staff Attendance Select a FRIDAY to mark staff attendance 2009 09 25 v Week Selected 2009 09 25 Add Leave Records Staff Member M F Mon 21 9 Tue 22 9 Wed 2379 Thur 24 9 Fri 25 9 1223 SEMENA CM Check Weekly Statistics and SAVE eel ee cp m Total No of Attendances 0 4 Possible No of Attendances 0 5 Attendance 0 80 Total No of Absentees 0 fi No of School Days inWeek 5 Average Staff No fo fi Done Figure 34 Staff Attendance e To Capture attendance select term from Select Term dropdown menu e Select week from Click on week to mark attendance leave e select days absent by clicking on the day when the staff member was absent The block will turn red with small letter a to indicate that the educator was unsent on that day e Click on Add Leave Records button to add leave records and reasons for absen
3. 1_ 9172 BOLT H Check Weekly Statistics and SAVE A 1 a a Total No of Attendances 9 la Possible No of Attendances 0 5 Attendance oz 80z Total No of Absentees 0 fi No of School Days in Week 5 Average Staff No o i Doe Figure 30 Staff Attendance e To Capture attendance select term from Select Term dropdown menu e Select week from Click on week to mark attendance leave e Select days absent by clicking on the day when the educator was absent the block will turn red with small letter A to indicate that the educator was unsent on that day e Click on Add Leave Records button to add leave records and reasons for absent days 5 3 Add Leave Records SA SAMS Human Resource Information Sub Module user manual Page 32 of 42 Leave Records for Staff and Educator Absences 2009 05 08 Complete the leave details to create a leave record for each absence Replaced 2 Split Staff Member Start Date End Date Reason for Leave during leave 2009 05 04 2009 05 04 Annual Leave 2009 05 05 2009 05 05 Annual Leave BALOYI G 009 05 06 2009 05 06 Sick Leave Figure 31 Leave Records for Staff and Educator Absences e Select Reasons for Leave for the educator who was absent and click on Save Leave Records e If an educator is absent for 3 consecutive days 2 of these days may be annual leave and 1 may be sick leave you have to SPLIT the dates so you can assign different reasons see figure 30 above e Click on
4. Done to exit 5 4 Maintain Weekly Staff Attendance To start using the Maintain Weekly Staff Attendance click on Maintain Weekly Staff Attendance button on the HR menu SA SAMS Human Resource Information Sub Module user manual Page 33 of 42 Human Resource Module Data Files Staff Public Servant Information Development and Training Maintain Training Categories Maintain INSET Training Records Maintain DA Interview Records Printout of DA Interview Records 1QMS Development Appraisal and Performance Measurement Attendance Records Blank Attendance Register Maintain Weekly Educator Attendance ain Weekly Staff Attendance View Individual View Attendance Statistics Attrition Educator Attrition Register Staff Attrition Register Statistics Emis HR Printouts Staff Leave Summary Printout Figure 32 HR Module SA SAMS Human Resource Information Sub Module user manual Done Page 34 of 42 Staff Attendance Select a FRIDAY to mark staff attendance 2009 0 5 y Week Selected 2009 09 18 Add Leave Records Persal Staff Member M F Mon 1479 Tue 15 9 Wed Wegg Thur 17 9 Check Weekly Statistics and SAVE ioe i mp Total No of Attendances 9 0 Possible No of Attendances 0 0 Attendance 0 0 Total No of Absentees 0 fo No of School Days in Week 5 AverageStaffNo 0 Jo Dome
5. ESSE ES 37 5 7 Staff Absentee RECords viii iani daaa a ced edeeasv es eSa AAAA A ond NA a aaa 38 5 8 Staff Leave Summary Printout ccc EERE EEE Ent natn 38 5 9 Attrition Register Educator and Other Staff cceccee ee eee ee eee eee eee teens eens eats nana 40 ea E OEE L e a ET ET E E E T Ones Wawel eves A O a Wve ada tad 41 5 11 Staff Leave Summary Printout 0 EERE REE 41 1 INTRODUCTION The Human Resource Information module was developed and incorporated into SA SAMS as a tool to assist schools in administering the educators and staff public servant s information This includes the processing and administering of leave absenteeism training appraisals and all human resource related data and processes This manual serves to guide and assist SA SAMS users on how to use the module in order to gain full benefits of running the SA SAMS HR module within a school SA SAMS Human Resource Information Sub Module user manual Page 3 of 42 2 HUMAN RESOURCE INFORMATION e Select the Human Resources Information button from the Main Menu to open the module TEST SECONDARY SCHOOL 2009 Login administrator SA SAMS School Administration and Management System MAIN MENU General School Information Human Resource Information Curriculum Related Data Learner and Parent Information Timetabling Assistant Learner Listing Physical Resources Governance Information Library Module Standard Letters and Forms Se
6. class and educator Class Educator Accept Rewassign Class and Educator Register Room Number Ant Centre Cancel Clear Bane Figure 12 Educators e Click on the class and then click on the educator e Both appear at the bottom of the screen e Type in register room number and then click on Accept button e To remove a class from an educator click on the class name in the right hand column then click on Re assign Class and Educator SA SAMS Human Resource Information Sub Module user manual Page 15 of 42 e To print Educator classes Registers click on Printing Classes Register button Figure 13 Classes Register print 3 1 9 Educator Contact List e To print out or view the contact list of educators for the school select the Educator Contact List button from the main Educator window e The Print Setup window will open from where you can select your printer and paper layout options e You can select your options or simply press OK to continue to the Print Preview window e The Preview window gives an indication of what the printed report will look like SA SAMS Human Resource Information Sub Module user manual Page 16 of 42 e This screen can be enlarged by selecting the percentage size in the top left corner e You can either print the report or select Done to return to the program 3 2 Staff Public Servant Information e Click on Staff Public Servant Information button on the HR main Menu to enter data for non teac
7. name of a staff member that you wish to update or view Updating staff information is important for the process of record keeping Once you have highlighted the name of the relevant staff member select the Edit a Staff Member button to view or update the staff member s details Remember to Save your new data if you add to or change any of the staff member s details Staff qualifications are captured by clicking on the Qualification button in the bottom left of the Staff Information Window Page 19 of 42 Qualifications Qualifications Professional Qualifications 4ccounting Diploma Academic Qualifications Universities Colleges and other Training Institutions attended Other Skills And Areas of Dietician Interest Figure 17 Staff Qualifications e Type in the staff member s qualifications and Save the data 3 2 1 Removing a Staff Member e In order to remove a staff member from the current staff of a school you have to archive the staff member Staff members cannot be deleted from the system without first being archived e A staff member archive is maintained for record keeping purposes e From the Staff Member window Fig 13 click on the name of the staff member that you wish to archive e Once you have highlighted the name of the relevant staff member click on the Archive a Staff Member button The screen picture below will open e You will now be required to give reason why the staff member left the sc
8. the subject Subjects OC 1st Additional Lan e Siswati Senior 2nd Additional Language Afrikaans Senior Accounting FET Additional Mathematics FET Afrikaans First Language FET Afrikaans Second Language Agricultural Science Animal Husbandry Applied Agricultural Science Arabic Art Art special Pe ER e lt Subject Selected Figure 9 Add New Subject Specialization Click on Add Edit record to enter edit training records Select the subject that the educator is trained or specialized in from the subject list Enter the number of years of training and experience in the subject and Save 3 1 6 Leave and Absences Click Leave of absence from the HR main Menu to Edit Delete or Print Leave of Absence data On this section users cannot add Leave of absence information Leave of Absence information can only be captured in the Attendance Records section which is subsequently explained in page 34 through to page 36 of this manual SA SAMS Human Resource Information Sub Module user manual Page 11 of 42 Leave and Absentee Details Leave Records for R_MAVANYISI Persal No 12097331 e Current History m Leave Taken DateFrom_ DateTo Type of Leave Comment Date From Date To Days Type of Leave Comment enee Delete Leave Details Print Leave records are created when marking staff and educator attendance Figure 10 Leave and Absentee Details e Select Leave of Abse
9. 3 2 2 Staff Member Contact Lista ok tea nce a fe cea e ALA EA dh eek AANE Ea ALAE EA LENTE GR 20 4 SECTION B DEVELOPMENT AND TRAINING DATA cccceceeee cece eee e eee neeneeeeeneenennneenenanians 21 4 1 Maintain Training Categorie Sissa nai a a aa cnn nn narran narrar 21 4 1 1 Adding as NEW Category ii A A a AEA a EAEAN 22 4 1 2 Editing Deleting Existing Categories cceceee eee ee ee eee nena e teen eee neta nena teeta eas 22 4 2 Maintain INSET Training RecordS oooccccncconnnconnncnnnnnnnnnnnnnnnnnnnnnnnnenrnnrnnnnrnrnrrnrnnaninnen 22 4 2 1 Training End iiss ets A ene bg eae Ades eee A Vested AAAA 24 4 3 Maintain Development Appraisal Interview RecordS ccceeeeee eee ee eee eeeeeeeeeeeeeeneenennes 25 4 3 1 Add Appraisal Interview RecordS ccccecc nnn 26 4 3 2 Printout of DA Interview RecordS ssssssssesssrrsrrsensrrrrnnasnsrrrnnnssnorrrnnnesnerrnnnnesnns 27 5 SECTION C MAINTAINING STAFF ATTENDANCE RECORDS cccceceeeeeeeeeeeeeeeeeetentenenes 28 5 1 Maintain Weekly Educator AttendanCe coccccccccncnnconcnncnncnncnncan carrer nar narrar nar narrar nnnnanns 31 5 2 Maintain Weekly Educator AttendanCe occcccccocnconconcnncnncnnconcon can nan narran nar narrar nannarnnnns 31 5 3 Add Leave RECO Sii AA 32 5 4 Maintain Weekly Staff Attendance 0cccccccoccocncononnconcnnconcnncnn nnn EEE nar narrar nana 33 5 5 Staff Atten dC A A A AAA AS 35 5 6 View Individual Staff ABSENCES aoisi tenien EE A A AEAEE Da EEEE EAE A nr
10. Category Educator Non Educator options to view previous years Click on a staff member to view their record PADAYACHEE A ABRAHAMS PP Training Attended MOOSA M MSIMANGA MS PADAYACHEE RA i SMITH SS Staff Member PADAYACHEE R Course Name School Managemen Provider Gauteng Department of Education Duration fig Hours From 2005 03 07 z To 2005 03 09 _ Training funded by Department y Training Method Facilitator Based y Type Curriculum Based School Management Category ID MS y Figure 21 Development and training 4 2 1 Training Attended e Click on Maintain INSET Training Records on the HR menu Add New Record Edit Record Delete Record e Select either Educator or Non Educator to get the required staff listing e Click on the staff member s name e To add records of training attended for individual educators click the Add New Record button The Training Attended detail page will open Fill in the details See Figure 20 and click Save button e To view or change existing training records press the Edit Record button Remember to Save your new data if you add to or change the existing training e To delete existing training records click on the selected training you wish to delete Press the Delete Record button e Press Done to complete the task SA SAMS Human Resource Information Sub Module user manual Page 24 of 42 4 3 Maintain Development Appraisal Inter
11. Gender SelectWeek tint Attendance Registers Educator Register Print Attendance Register for Educators Staff Register Print Attendance Reaister for Staff Figure 27 Print blank register To Print a blank Attendance register for educators staff select Print Attendance register for educators Print Attendance Register for Staff button s SA SAMS Human Resource Information Sub Module user manual Page 29 of 42 EMIS NO 700425633 ITZPIRS SSEPSEIWUNRYMGUNBHYODAVRSHRSESVHBSHDN kal CM pect Jue TTT TTT rt O Figure 28 Blank Educator attendance register e Click on Blank Attendance Register on the HR menu e This window give you the opportunity to print blank attendance register for Learners Educators and Other Staff e Select the month you wish to print by clicking the downward arrow until the correct month is found e Select the grade in the same way by clicking the downward arrow until the correct grade is found e To print Educator Attendance Register or Staff Attendance Register click on either Print Educator Attendance Register or Print Staff Attendance Register e Remember when you press Print the Printer Set up Window will open from where you can select your paper and printer layout options e You can select your options or simply press Ok which will take you to the Print Preview window which shows you what your printout will look like SA SAMS Human Resource Information Sub Module us
12. Press Done to complete the task Maintain INSET Training Records SA SAMS Human Resource Information Sub Module user manual Page 22 of 42 e Click on Maintain INSET Training Records button from the HR main menu to start the INSET training records maintenance window See Figure 19 below Human Resource Module Data Files Attendance Records Blank Attendance Reaister Maintain Weekly Educator Attendance Staff Public Servant Information Maintain Weekly Staff Attendance Development and Training Wiew Individual A Maintain Training Categories yr View Attendance Statistics Maintain INSET Training Records Attrition Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics Emis HA Printouts Development Appraisal and ee ee Measurement Staff Leave Summary Printout 1QMS Done Figure 20 HR Module INSET training is a vital part of educator development Educators attend workshops seminars discussion groups given by the Education Department or by contracted Service Providers The INSET training is aimed at developing the skills and knowledge of educators and non educators to become effective in the classroom and within the school SA SAMS Human Resource Information Sub Module user manual Page 23 of 42 Vevelopment And Training Training Attended Current Year only Use printout Select a Staff
13. ad for the current year e Ata glance one can see the number of learners per grade per subject that an educator is teaching e On the View Educators page click on the name of the educator e Click on the Teaching Load 7 SNE button or the Teaching Load Grade 7 to SNE for the relevant grade e Select year and click Go button e Select subject and click Ok button e The subject appears in the Subject Learning Area taught column e Type in F if its examinable e Type in the number of learners per grade SA SAMS Human Resource Information Sub Module user manual Page 14 of 42 e Type the number of years teaching the subject e Type in the number of years formal training e Type in the number of years teaching experience e To remove a line from the grid enter the line number and click on Remove data in line from grid e Click on Save button 3 1 8 Assigning Educators To Register Classes e In order to assign educators to register classes either select the button or click on the TAB heading Educators View Educators Assign Register Cla Select a Class Select an Educator Classes with Assigned Educators Educators Sumame Initials Room reo ad ABRAHAMS PP AIA Mm gt a 3 y GUMEDE L GUMED A SMITH eee MOOSA M MOOSA S MOOSA M Special 1 MSIMANGA MS MSIM PADAYACHEE A PADAY SMITH 55 SMITH Click on a Class and an Educator and then select Accept Select a row and then click on the button below to re assign a
14. aining not compulsory for SGB post Date Joined Staff 1934 04 10 y 394 04 10 1as4 04 10 994 04 10 Qualification Type select all that apply Academic degree IV Professional degree Mature of Apointment Permanent y Technicalicertificate diploma Fulltime Part time I Professional diploma certificate Figure 5 Educators Information e From the Educator List click on the name of the educator that you wish to update or view e Once you have highlighted the name of the relevant educator select the Edit an Educator button to view or edit the educator s details and e Remember to Save your new data if you add to or change any of the educator s details SA SAMS Human Resource Information Sub Module user manual Page 7 of 42 e Click on Qualifications from the Educator Information Window to edit educator qualification Qualifications Qualifications Professional Qualifications Accounting Diploma Academic Qualifications Universities Colleges and Damelin College other Training Institutions attended Other Skills And Areas of Dietician Interest Figure 6 Qualification Information e Type in information Professional Qualification Academic Qualification Universities Colleges and other Training Institutions attended Other Skills and Areas of Interest e Click on Save and Done button 3 1 3 Removing Archiving an Educator SA SAMS Human Resource Information Sub Modu
15. ator Staff Attrition Registers are printouts of the aggregated data for all educators other staff who have been archived This data can be requested at Circuit District or Provincial level and inform these offices of the current status of educators Print Reports EDUSOL SAAG TEST HIGH SCHOOL 2005 STAFF LIST REGISTER OF ATTRITION EMIS NO 100245 20050318 12 00 00 7646829 2005 0318 12 00 00 992647 DAVIDS s 1 2005 0318 12 00 00 s990 Figure 38 EMIS HR Printouts Human Resource Reports Raw Data 1 Aggregated Data Aggregated Educator Details Educator Details Employment and Remuneration Educator Subject Specialisation Home Language and Race Staff Developmental Appraisals Educator Instruction Language Staff Training Received Staff Training Funded By Done Figure 39 HR Resource Reports 5 10 Statistics The EMIS HR Printouts is the data captured in the SA SAMS programme that feeds into the Annual School Survey Aggregated Data at school level is easily accessible for the Education Department and can be used to influence decision making and future planning Above all these printouts can be used when completing the Annual Survey to check that data being captured is correct e Click on Emis HR printouts e There are two columns Raw Data and Aggregated Data e The EMIS data is listed under each e To print any of these click on the correc
16. curity and Database Functions Export Data Lurits Approval Module SA SAMS Department of Education South Africa E Figure 1 SA SAMS Menu e The Human Resource Module is where all employees information is captured and maintained e This includes educators non teaching staff and all public servants employed at the school e Educator information is captured separately from other staff 3 SECTION A DATA FILES SA SAMS Human Resource Information Sub Module user manual Page 4 of 42 3 1 Maintain Educator Information Human Resource Module Data Files Attendance Records Blank Attendance Register atgfeek y Educator Attendance Staff Public Servant Information Maintain Weekly Staff Attendant Development and Training View Individual Staff Absences Maintain Training Categories View Attendance Statistics Maintain INSET Training Records Attrition Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics Emis HA Printouts Development Appraisal and oe ol Measurement Staff Leave Summary Printout Done 1QMS Figure 2 HR Module e To start capturing educator information click on the Educator Information button and the screen picture below will open See figure 3 3 1 1 Adding an Educator SA SAMS Human Resource Information Sub Modul
17. e user manual Page 5 of 42 Educators atin Register Class o View Educators EN Assign Register Clase Current Educators Archived Educators Add New Educator Edit an Educator Archive an Educator Subject Specializations Leave and Absences Teaching Load Pre R 6 Teaching Load 7 SNE Assign Register Clase Print Register Classes Educator Contact List fes Search List for Educator BOLT Go credo may be Dona Figure 3 Add Educators e Click the Add New Educator button to open the educator data capture window See Add An Educator Compulsory Details Additional Details Educator Code max 5 characters Duration Fulltime Part time TS J Personnel Position First Names Actual soma y Initials Title J Post Level Clear Gender Female C Male Home Language Educator Teaching Level Select option where educator spends most time Instruction Language I Pre gradeR Remedial LSEN Special Needs Race T Grade R I Intermediate I Other Date of Birth Year Month Daf J Primary IT Secondary I Guidance Teacher SA Citizen Yes C Ne Years of Teaching Espey Remuneration Identity Number or Passport C Paidby State PaidbySGB Paid by R3 Subsidy Persal Number Qualification not compulsory for SGB post Date Joined Staff 2009 09 11 y Qualification Type Nature of Apointme
18. ecord e Complete relevant information e To view or change existing records press the Edit Record button Click the yellow Save button to Save the data if you have made any changes e To delete any records click on the record you wish to delete Press the Delete button to delete it Press Done to complete the task 4 3 1 Add Appraisal Interview Records SA SAMS Human Resource Information Sub Module user manual Page 26 of 42 Developmental Appraisal Interview Records Appraisal Interview Details Staff Member MSIMANGA MS Date of Appraisal 2005 04 04 Person Conducting Appraisal JMs Abrahams Comments Educator needs support in the implementation of RNCS Development needs Select all that apply Inset Training School Administration and Management O Assessment O Administration O oBE O Computer RNCS O Finance Oms Figure 24 Development Appraisal Interview Records 4 3 2 Printout of DA Interview Records Das Appraisal Report Educators Non Educators Select 2005 03 01 _ to 2005 04 05 All J Figure 25 Das Appraisal Report e Click on Printout of DA Interview Records on HR menu e Select Educators or Non Educators e Select the dates you want for specific staff e Tick in box if you want to select All when All is selected dates are inactive e Press Print to go to Print Preview window e The Preview window gives an indication of what the printer report will look like e You can eith
19. education Department Education REPUBLIC OF SOUTH AFRICA SA SAMS Guideline for using Human Resource Information module September 2009 Education Management Systems EMS Department of Education Private Bag X895 0001 PRETORIA CONTENT Ts INTRODUCTION oia A cda 3 2 HUMAN RESOURCE INFORMATION aa a nr nr rr EERE rr rr 4 3 SECTION A DATA RILES suicida laa ps 4 3 1 Maintain Educator Information ococcocconconcnncnnnnnnannnn Ents 5 3 1 1 Adding anEdUCA iii RA 5 3 1 2 Editing an Educator DetallS evociooltoritir di DE Rd E polea 7 3 1 3 Removing Archiving an EUCAtOF 0 ocococcccnccnnnccnnnconnncnnnncnnnnrnnnnrnnnnrnnnnrnrrnrnrnnrnnaninnnn 8 3 1 4 Restoring an Archived Educator Staff Member ccceccecceee cece esse estes narran nar narran nana 9 3 1 5 Subject Specialisations for EdUCATOFS ooococcncnccnnnccnnnccnnnennnnnrnnnnrnnnnrnnnnrnnnrrranneraness 10 3 1 6 LEAVE and ADSENACES ii di 11 3 1 7 Educator Teaching LOA io 12 3 1 7 1 Maintain Teaching Load Pre R 6 ccceceee eee ee ee eee eee eee eee een eee eee teeta nena 12 3 1 7 2 Maintain Teaching Load 7 SNE siccciurcecrisrcnerricienn pianos pete ANANA A 14 3 1 8 Assigning Educators To Register Classes ccecceeeeeee eee eee teens teens tees eens tae eeaeaes 15 3 1 9 Educator Contact E e A ical nea AA os 16 3 2 Staff Public Servant Information cccccccccceccceeecceeeecueeecceueusuaueusuuueeeuanevcuunersuunenaunes 17 3 2 1 Removing a Sa Member iii 20
20. er manual Page 30 of 42 e You can either print or press Done to return to the program 5 1 Maintain Weekly Educator Attendance To maintain educator weekly attendance please click on Maintain Weekly Educator Attendance button In this section a user can capture days when an educator was absent from work and the reasons for absenteeism Human Resource Module Data Files Attendance Records Blank Attendance Register Maintain Weekly Edut Staff Public Servant Information Maintain Weekly Staff Attendance Development and Training View Individual Staff Absences Maintain Training Categories View Attendance Statistics Maintain INSET Training Records Attrition Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics Emis HA Printouts Development Appraisal and Performance Measurement Staff Leave Summary Printout Done 1QMS Figure 29 HR Menu 5 2 Maintain Weekly Educator Attendance SA SAMS Human Resource Information Sub Module user manual Page 31 of 42 Staff Attendance Select Tem Termt 2009 01 05 20040 31 Ji 2 3 4 5 6 7 8 3 1 J 121 13 Click on a week to mark attendance e 1 23 PHEA 2 13 2 20 2 27 3 13 3 20 9 27 Week Selec 009 116 Add Lege Secor M F Mont Q 1 Tue 13 1 Wed 1471 Thur 15 1 Fri 16
21. er print the report by clicking on the printer icon in the top left hand corner or select Done to return to the program SA SAMS Human Resource Information Sub Module user manual Page 27 of 42 5 SECTION C MAINTAINING STAFF ATTENDANCE RECORDS Human Resource Module Data Files Attendance Re Blank Attendance Registe Maintain Weekly Educator Attendance Maintain Weekly Staff Attendance Staff Public Servant Information Development and Training View Individual Staff Absences Maintain Training Categories iew Attendance Statist Maintain INSET Training Records Attrition Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics Emis HA Printouts Development Appraisal and rare Measurement Staff Leave Summary Printout Done 1QMS Figure 26 HR Menu e This Section captures and processes attendance for educators and staff In this section absences leave and reasons for leave will be captured SA SAMS Human Resource Information Sub Module user manual Page 28 of 42 Print Blank Attendance Registers Select the month for the Register Month A 2010 Learner Register Select Grade Alphabetical Per Gender Print Attendance Registers Weekly Learner Register By Date Alphabetical y AlCl Select Class a oo Per
22. hing staff at the school Human Resource Module Data Files _ Attendance Records Blank Attendance Register Maintain Weekly Educator Attendance Maintain Weekly Staff Attendance Development and Training View Individual Staff Absences Maintain Training Categories View Attendance Statistics Maintain INSET Training Records Attrition Staff Public Serve I Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics 1QMS Emis HA Printouts Development Appraisal and Performance Measurement Staff Leave Summary Printout Done Figure 14 HR Module e Staff Members Public Servants window appears See Figure 14 below SA SAMS Human Resource Information Sub Module user manual Page 17 of 42 Staff Members Public Servants Non Educator Staff Archived Staff Members Add New Staff Member Surname Gender Persal No Position Telephone Edit a Staff Member Achive a Staff member Leave and Absences Staff Contact List Only archived staff members a Search List for Staff Member Go may be deleted Done Figure 15 Staff Members e Select the Staff Public Servant Information button from the HR menu to add view or edit non teaching staff details e The Non Educator Staff page displays the list of staff members on the system e The user may select to view either the current staff members at the sc
23. hool e Select the Archive button to archive the staff member 3 2 2 Staff Member Contact List SA SAMS Human Resource Information Sub Module user manual Page 20 of 42 e To print out or view a contact list of staff members for the school select the Staff Member Contact List button from the main Staff Member window e The Printer Set up window will open from where you can select your printer and paper layout options e You can select your options or simply press Ok to continue to the Print Preview window e The Preview window gives an indication of what the printer report will look like e You can either print the report or select Done to exit 4 SECTION B DEVELOPMENT AND TRAINING DATA This section is to capture and processes all training and development information for educators and staff The section consists of Training categories INSET training and DA interview records 4 1 Maintain Training Categories e Click on Maintain Training Categories button from the HR main menu to start the training categories maintenance window See Figure 18 below Human Resource Module Data Files Attendance Records Blank Attendance Register Maintain Weekly Educator Attendance sl Staff Public Servant Information Maintain Weekly Staff Attendance Development and Training View Individual Staff Absences Maintain Training Categories View Attendance Statistics Maintain INSET Training Records Attrition ows Educator Attr
24. hool Current Staff Members option or a list of other staff that have left the school Archived Staff Members option e Add new staff member update details SA SAMS Human Resource Information Sub Module user manual Page 18 of 42 New Staff Member Compulsory Details Sumame HENDRICKS First Names Initials Race Gender Home Language Halcyon H Title Ms Coloured X Female C Male English y Date of Birth Year 1965 Month 07 Day 07 19560707123 Identity Number Persal Number Personnel Category or passport 8011002 Admin Staff Type of Employment Permanent v Remunerated by Current Position e Fulltime Part time Paid by State X Secretary Other Information Physical Address 369 Welcome Circle Kromdraai City Suburb Johannesburg Code 2000 Telephone jo 9456101 Cell Phone IS Medical Aid Name Medical Aid Number Spouse Name Rand Emergency Number Poo Tax Number Po State Subsidies SA SAMS Human Resource Information Sub Module user manual Union Membership Number Date Joined Staff 1985 01 201 1985 01 01 Figure 16 New staff member Select the Add New Staff Member button to open the page Complete all the staff member details in the relevant fields and Save your data All fields marked in blue are compulsory fields and must be completed before you can Save the data From the Staff Member window click on the
25. ition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics IQMS Emis HR Printouts Development Appraisal and Performance Measurement Staff Leave Summary Printout Done Figure 18 HR Module SA SAMS Human Resource Information Sub Module user manual Page 21 of 42 Training Categories Curriculum Based Training School Management Categories Categories Administration Computer Finance Add E dit Category Curriculum Based Training School Management Category Name fiams E Cancel Done Figure 19 Training Categories There are 2 options under which to record training either Curriculum Based Training or School Management Click on Maintain Training Categories from the HR menu The Training Categories window will open All categories already added will be listed 4 1 1 Adding a New Category Select the Add New button Select either the Curriculum Based Training Inset Training or the School Management button Type in the new category in the space at the bottom of the screen and Save the data 4 1 2 Editing Deleting Existing Categories 4 2 From the list of category names in the window click on the name of the category you wish to update or delete Once you have highlighted the chosen category click on the Edit Delete button to perform function Remember to Save your new data if you add to or change any of the categories
26. le user manual Page 8 of 42 Educator and Staff Attrition Details Educator Details Surname ROODT Initials WER Persal No 8990 Gender F Reason for leaving Death v Date of Leaving 2005 03 18 Mortality Figure 7 Educators and staff Attrition Information In order to remove an educator from the current staff of a school you have to archive the educator Educators cannot be deleted from the system without first being archived An educator archive is maintained for record keeping purposes From the Educator click on the name of the educator that you wish to archive Once you have highlighted the name of the relevant educator click on the Archive an Educator button You will now be required to give a reason for the educator leaving the school If death is the reason for archiving the cause of death must be selected from the dropdown menu and Click on the Archive button to archive the educator 3 1 4 Restoring an Archived Educator Staff Member This function has been included to save the recapturing of an educator s information should the archived educator return to the school On the screen where all Educators are listed Figure 2 also on Other Staff screen Figure 13 there are two option buttons Current Educators Current Staff Members Archived Educators Archived Staff members Select the option Archived Educators The screen with all archived educators will open SA SAMS Human Resource I
27. nce from Leave Taken section and click on Edit Leave Details or Delete Leave Details button to edit or delete Leave of absence details for the selected educator e To print Leave details click on Print button 3 1 7 Educator Teaching Load 3 1 7 1 Maintain Teaching Load Pre R 6 e Click on Teaching Load Pre R 6 button to open the Teaching Load Pre R 6 window See Figure 10 SA SAMS Human Resource Information Sub Module user manual Page 12 of 42 3 EDUCATOR INFORMATION Sel Educator lect Year to View E dit 2009 Pleaze select a subject to enter teaching data J Please ill in subject code and indicate E if exa g ght TENE EITE area taught Fill in codes peau r Houre Minutes Leamers 7 Houre Minutes Leanar __ Remove data in line from grid data in line from __ Remove data in line from grid Leamers Heal a Line Number Figure 10 Educator Teaching Load is teaching On the View Educators page click the relevant grade Select year and click Go button Select subject and click Ok button The subject appears in the Subject Type in E if its examinable Type in the number of years teachi line from grid Click on Save button SA SAMS Human Resource Information Sub Module u Click on the Teaching Load Pre R PELL es ages Grade 5 JHH This gives a complete record of each educators workload for the current year At a glance
28. nformation Sub Module user manual Page 9 of 42 Educators Viow Educators Curent Educators Archived Educatori Sumama Name Code Telephone PersalNo Post Lavel GUMEDE Lungile 7646829 Add New Educator Edit an Educator Aseign Register Clase Print Register Classes Educator Contact List i M Only archived educators may be Done dl Search List for Educator o deleted from the evetern n Figure 8 Archived Educators e The Restore Educator button is listed on the right e Click on the Name Of The Educator you wish to restore e Click on the Restore Educator button e Return to the Current Educators screen and the selected educator can once again be viewed on this list 3 1 5 Subject Specialisations for Educators Educator Subject Training and Experience Surname MOOSA Initiale M Pereal No 501119100 Subject Specialization and Experience Subject Training Years I Teaching Years 3 8 Biology Delete Record Done Figure 8 Educator Subject training and experience SA SAMS Human Resource Information Sub Module user manual Page 10 of 42 This section allows you to add the subject specializations for each educator Click on an educator in the list and select the Subject Specializations button The screen in Fig 9 will open To add a subject specialization click on Add Edit Record Add New Training Records Educator MOOSA M Click on a Subject to select
29. nt Next Educator Additional Details Figure 4 Add an Educator e Complete all the educator details in the relevant fields and Save your data SA SAMS Human Resource Information Sub Module user manual Page 6 of 42 e Remember there are two pages Compulsory Details and Additional details tab of data to capture and e All fields marked in blue are compulsory fields and must be completed before you can Save the data e When all the compulsory information is captured click on Save Click on Next Educator to capture more educators or click on Done to finish 3 1 2 Editing an Educator Details Educator Information Compulsory Details Additional Details Personnel Position Educator Code S max 5 characters Actual hon y Acting Po y Sumame SMITH xx Clear First Names Sally Sue Post Level o2 X Be pe Educator Teaching Level Select option where educator spends Initials SS Title fs BERTE g Pp P Gender e C ondon Female Male I Pre gradeR Remedial LSEN Special Needs Home Language Afrikaans I Grade R Iv secondary E Instruction Language bd FT Primary jz C Jos Ns Race White y Years of Teaching Experience 47 Date of Bith Year 1969 Month 01 Day 01 Salon Identity Number 1969010189010 or passport Paidby State C PaidbySGB Paid by R3 Subsidy Qualification Persal Number 52110056 REQV 14 D Matic 4 yrs tr
30. one can see the number of learners per grade per subject that an educator on the name of the educator 6 button or the Teaching Load Grade 7 to SNE for Learning Area taught column Type in the number of learners per grade Type the number of years teaching the subject Type in the number of years formal training ng experience To remove a line from the grid enter the line number and click on Remove data in ser manual Page 13 of 42 3 1 7 2 Maintain Teaching Load 7 SNE 3 EDUCATOR INFORMATION Educator MBATSANE R Select Year to View Edit 2009 y o ao Please select a subject to enter teaching data v OK Please enter Grade 10 11 and 12 data for the same subject on different rows as the subject codes for each grade are different ubjects learning areas taught Please fill in subject code and indicate E if examinable Subject Learning area taught Fill in codes i Years formal training Years teaching experience amers Hours Minutes 0l H Leamers Hours Minutes Le C Pousa J T O E lLeamers Hous Minutes ol T lt re ee ee eee Hous Minutes pees Be ee ee outros L Learner eal S Leamers Hours Minutes HEH HHH He Grade 11 ARH eer E Hoo HHHH lee HH a PIT CELA HH HHHH PETA pe Figure 11 Educator Teaching Load e This gives a complete record of each educators worklo
31. t and view records for previous absences per individual educator Staff e Click on View Individual Staff Absences to view individual staff absence records e Choose whichever staff member you wish to view e Click on Filter by Date to view a specific period e Select the From date and the To date then click on Go to view e For printout options you can click on Selected Staff Member to print just one staff member and e Orclick on All Staff Members to printout the whole staff 5 8 Staff Leave Summary Printout Staff Leave Summaries are the records of educator or staff attendance for a certain period of time These records can be used by management to follow absentee patterns and trends of educators and are easily accessible should the Education Department ask for them SA SAMS Human Resource Information Sub Module user manual Page 38 of 42 Leave Summary Records Educators Non Educators From 2005 01 10 To ems 01 14 Print Done Figure 37 Staff Leave Summary Printout e Click on Staff Leave Summary Printout under the Statistics section e Select either Educators or Non Educators by clicking on the relevant button e Select dates to print by clicking on the downward arrows until the correct dates are found and e Press Print to print or Done to return to the program SA SAMS Human Resource Information Sub Module user manual Page 39 of 42 5 9 Attrition Register Educator and Other Staff Educ
32. t button for example Appointment Register e The print setup screen opens Click Ok button and e The print preview page opens One can either view or print 5 11 Staff Leave Summary Printout The Staff leave Summary Printout gives the status of educator or staff absenteeism per quarter The summary can also be between selected dates i e on a monthly basis This data can be used to track educator absenteeism patterns and inform management of direction should absenteeism be a problem at a school These quarterly statistics are also required by the Education Department for purposes of record keeping Print Reports EDUIOL SAMI TEST NION SCHOOL EAM NO 100144 12 04 1008 Figure 40 STAFF LEAVE SUMMARY PRINTOUT SA SAMS Human Resource Information Sub Module user manual Page 41 of 42 2 8 IQMS Module e The IQMS module is a full functional sub module that is used for educator appraisals and performance management IQMS is substantial module thus have a separate manual from the Human Resource manual Human Resource Module Data Files _ Attendance Records EAs Blank Attendance Register l Maintain Weekly Educator Attendance Staff Public Servant Information Maintain Weekly Staff Attendance r Development and Training View Individual Staff Absences Maintain Training Categories View Attendance Statistics Maintain INSET Training Records Attrition Educator Attrition Register
33. t days SA SAMS Human Resource Information Sub Module user manual Page 36 of 42 5 6 View Individual Staff Absences e On this section a user can view records for individual absences for each staff member including educators To start this module click on View Individual Staff Absences Human Resource Module Data Files Attendance Records a Blank Attendance Register Maintain Weekly Educator Attendance Staff Public Servant Information Maintain Weekly Staff Attendance Development and Training f el Maintain Training Categories View Attendance Statistics Maintain INSET Training Records Attrition a Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records Statistics 1QMS Emis HA Printouts Development Appraisal and Performance Measurement Staff Leave Summary Printout Done Figure 35 HR Menu SA SAMS Human Resource Information Sub Module user manual Page 37 of 42 Staff Absentees Records Select Category Educator C Other Staff View Archived Staff Click on Staff Member BOLT Hussien BOLT Hussien Days Absent 1 2009 01 13 Figure 36 Staff Absentees Records 5 7 Staff Absentee Records Show All for current year C Filter by Date From Print Absentee Dates Selected Staff Member All Staff Members e On this section users can extrac
34. view Records e To start the DA Interview Records Sub Module click on the Maintain DA Interview Records button from the HR Menu Human Resource Module Data Files Attendance Records Blank Attendance Register Maintain Weekly Educator Attendance Staff Public Servant Information Maintain Weekly Sta r Development and Training i dividual Staff Absences Maintain Training Categories View Attendance Statistics Maintain INSET Training Attrition TEET 7 Educator Attrition Register Maintain DA Interview Records Staff Attrition Register Printout of DA Interview Records r Statistics IQMS Emis HA Printouts Development Appraisal and Performance Measurement Staff Leave Summary Printout Done Figure 22 HR Module SA SAMS Human Resource Information Sub Module user manual Page 25 of 42 Development And Training DAS Interviews a a Current Year only Use pamtout Select a Staff Category Educu C NonEducator options to view previous years Dick on a staff member to view thes record DEVELOPMENT NEEDS Development T needs for staf member as detemined by Das Figure 23 Development and training 2 e Click on Maintain DA Interview Records on the HR menu e Select either Educator or Non Educator option button to get the required listing of staff members e Click on selected staff member s name e Click on Add New Record to add a r
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