LP PROCUREMENT AND DELIVERY OF TEXTBOOKS

AND STATIONERY 2013

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REQUIRED OUTCOME

Procurement and business processes for delivery has to ensure the right number of text books, in

the right languages, for all the learners are delivered at the right

time

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BUSINESS PROCESS MAPPING•Guiding Principles for Textbook Procurement

Centralised procurementStandardised core textbooks (core to a school/ district/province)A book per learner per subject per gradeProcure only for grades 4-6 and 11

• National Catalogue8 titles per subject per componentRanked from 1-8 according to priceNo compromise of quality between ranksChoices restricted to books on the catalogueReader packs

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2013 TEXTBOOK PROCUREMENT LDoE meeting with all publishers to discuss further reduction of prices

to match or reduce prices lower than the cheapest price per textbook per subject per language per Grade; and to indicate availability of the textbooks per subject per language quoted on;

Provide quantities per subject and component to each publisher to match or better lowest price on catalogue

Verification of orders against learner enrollment per subject per school Selection process of maximum of three publishers per subject and

grade by LDoEProcessing of orders per publisherOrders placed

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Grade QUANTITIES Original Catalogue Price Reduced Price4-6 3,488,271 R219,918,574.75 R 141 499 655.0611 1,051,901 R148,491,520.00 R 80 206 152.99

On 22 October 2012, further orders were placed for titles on the Addendum Catalogue, which included Grade 11 English Accounting as well as Grade 4-6 Graded Readers for Xitsonga, Tshivenda and Isindebele and Afrikaans FAL

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Grade Quantities Lowest original National Catalogue

Price

Reduced Price

4-6 369 360 R9 368 640 N/A

11 90 575 R5 080 673 N/A

4-6 & 11 459 935 R14 449 313 N/A

DATA•Master list for grades 4-6 and 11 signed by the HOD and provided to the service provider was used to inform the delivery

•Although there is a 2% drop in learner numbers per year, 2-5% top up on existing numbers applied.

•Database of public schools, languages, addresses and quantities signed off by the PDE, accepted as the only distribution list

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ORDERINGTextbook were provided only for grades 4-6 and 11. Foundation Phase and Grade 10 textbooks as well as top ups for grade 12 were provided in 2012. Grades 7-9 and 12 CAPS aligned textbooks will only be provided in 2013 for the 2014 school year. Grades 4-6 Natural Science and Technology (NST) textbooks were not ordered as these were not provided for on the National Catalogue. Grade 4-6 NST workbooks and teacher guides were provided by the DBE to LDoE schools and nationally. Grade 11 Mathematics and Physical Science textbooks were not ordered as these were supplied by the DBE. An additional 2-5% surplus stock was ordered to cater for shortages, up to 5% additional stock was ordered. Orders were placed on 7th September 2012. Publishers were required to deliver all stock by 12th October 2012.

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GRADE 11 QUANTITIES

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SUBJECT TG LB Ex Bk TotalAccounting 1 500 44 999 44 999 91 498Agricultural Sciences 1 759 52 769 0 54 528Business Studies 1 581 47 431 0 49 012Civil Technology 28 834 0 862Computer Applications Technology 80 2 386 0 2 466Consumer Studies 191 5 736 0 5 927Economics 1 719 51 582 0 53 301Electrical Technology 35 1 051 0 1 086Engineering Graphics and Design 90 2 688 0 2 778First Additional Language 5 429 162 856 0 168 285Geography 2 967 89 018 0 91 985History 1 097 32 908 0 34 005Home Language 6 540 196 210 0 202 750Hospitality Studies 16 467 0 483Life Orientation 5 481 164 422 0 169 903Life Sciences 3 219 96 576 0 99 795Mathematical Literacy 3 073 92 203 0 95 276Mechanical Technology 21 617 0 638Religion Studies 6 182 0 188Tourism 562 16 865 0 17 427Visual Arts 9 274 0 283 35 403 1 062 074 44 999 1 142 476

GRADE 4-6 QUANTITIES

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Grade SubjectCore Reader

Graded Reader Series

Teacher Guide Text Book Grand Total

4 First Additional Language 115 624 305 040 3 854 115 624 540 142 Home Language 113 889 232 300 3 797 113 889 463 875 Life Orientation 3 854 115 625 119 479 Mathematics 3 854 115 624 119 478 Social Science 1 141 34 224 35 364

4 Total 229 513 537 340 16 500 494 985 1 278 3385First Additional Language 119 706 302 280 3 990 119 706 545 682

Home Language 118 063 225 160 3 935 118 090 465 249 Life Orientation 3 991 119 707 123 697 Mathematics 3 990 119 706 123 696 Social Science 1 181 35 427 36 608

5 Total 237 769 527 440 17 088 512 635 1 294 9326First Additional Language 117 978 301 440 3 933 117 978 541 329

Home Language 116 505 226 260 3 883 116 460 463 108 Life Orientation 3 932 117 977 121 909 Mathematics 3 933 117 978 121 911 Social Science 1 165 34 938 36 1036 Total 234 483 527 700 16 845 505 332 1 284 360

Grand Total 701 765 1 592 480 50 433 1 512 952 3 857 631

RECEIVING

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ADMINISTRATIONInstallation of a well proven MIS;Assessment ,verification and validation of all data supplied by both DBE as well as the publishers;Daily/Weekly/Ad-hoc reports to the LTSM Project Unit on the receipt ,dispatch and delivery.Project Management Plan and Methodology covering Administration, Warehousing and Distribution aspects;Media and Communication Strategy involving all stake holders

WAREHOUSINGProper Planning and Executive pertaining:

Warehouse layout and spacing;Personnel;Systems;Material Handling Equipment;Facilities;Security;Health and Safety;Training and Vetting of Personnel.

Automated Warehouse Management Systems:Receiving [ GRVs];Picking and Packing;Dispatch and Distribution;Value Added Activities – boxing and labeling.Reporting in terms of Productivity [No of Schools picked and Packed] and meeting deadlines

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Fully integrated system into school master;

Web based access to PODs – available to the relevant

parties;

Fully trained and vetted personnel;

Assessed, contracted SMMEs;

Code of Practice and ethics pertaining to drivers and

personnel;

Satellite vehicle tracking;

State of the art of security systems;

Hand Held Scanners for real time reporting, capturing

and scanning PODs;

Just in time issuing of reports.

DISTRIBUTION

PICKING AND PACKINGTraining of total of 100 staffStaff was provided with unique bar codes. The bar code is scanned together with the individual pick slip for each school. The system allowed for the rate of picking for each school to be monitored and the correctness of consignments delivered to be traced back to the individual picker. Priorities:Develop an effective picking and packing plan;provide adequately trained personnel to pick and pack; andprovide IT support to produce trip sheets / delivery notes and proof of delivery per consignment

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Receipting against ordersPick and pack list per school matches original order from schools and total quantities orderedSign off of stock leaving central warehouseReceipting of stock at central warehouse and sign offAllocation of stock per circuit and distributorHandover of stock to distributor per circuit with sign off and POD for schoolsDelivery to schoolsSchool principals check quantities against POD and Sign offPOD returned to District warehouse and recorded in register against each distributorPODS collated and returned to central warehouse daily for capturing and upload on online system.

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DELIVERY

DELIVERY AND PROOFS OF DELIVERY (PODS) Each delivery note has to be correctly endorsed to indicate the item, quantities and grades for each consignment. The service provider is required to provide daily updates on the status of delivery to schools to the project manager and the PDE. The actual delivery note has to meet the following minimum requirements:

• quantities for each item (by title, subject, grade and school) •printed name, surname, identity number and signature of the person(s) delivering to each school;•name and surname, signature and PERSAL number / identity number of the person receiving the consignments at each school;•date and time of delivery; •space for the school stamp; and space for reporting on correct language and shortages for each title.

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PHASE 1 DELIVERY

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LIMPOPO TEXTBOOKS PHASE 1 2013

District Delivered

Private school - full

return Total schools

Schools Delivery per district as a

% of Total

CAPRICORN 694 1 695 17.1%LEBOWAKGOMO 249 249 6.1%MOGALAKWENA 280 280 6.9%

MOPANI 481 481 11.9%RIBA CROSS 257 1 258 6.4%

SEKHUKHUNE 667 1 668 16.5%TSHIPISE SAGOLE 226 226 5.6%

TZANEEN 225 225 5.5%VHEMBE 791 791 19.5%

WATERBERG 182 182 4.5%Grand Total 4052 3 4055 100.0%

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District

Sum of Orig. Qty of

Textbooks & TG

Sum of Del Qty

Textbooks & TG

Sum of Short Qty Textbooks & TG

Sum of Return Qty

Textbooks & TG

CAPRICORN Total 321411 320422 720 1288LEBOWAKGOMO Total 173657 172386 345 1670MOGALAKWENA Total 170222 166393 1111 4216

MOPANI Total 387769 377782 8750 1979POLOKWANE Total 192607 190450 562 1142RIBA CROSS Total 159251 158174 293 1417

SEKHUKHUNE Total 452389 447564 1887 6197TSHIPISE SAGOLE Total 110528 109655 4728 1287

TZANEEN Total 153249 147904 4938 2598Vhembe Total 517908 507116 9134 5561

WATERBERG Total 144854 128964 15317 2460Grand Total 2783845 2726810 42226 29815

PHASE 2 DELIVERY

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LIMPOPO PHASE 2 MOP UP

LIMPOPO SCHOOL DISTRICTS

TOTAL MOP UP

SCHOOLSTOTAL DELIVERED

SCHOOLSIN TRANSIT MOP UP DELIVERIES

CAPRICORN 458 452 6

LEBOWAKGOMO 234 230 4

MOGALAKWENA 266 266  

MOPANI 480 470 10

POLOKWANE 189 187 2

RIBA CROSS 249 240 9

SEKHUKHUNE 647 588 59

TSHIPISE-SAGOLE 211 210 1

TZANEEN 225 216 9

VHEMBE 764 754 10

WATERBERG 168 163 5

Grand Total 3891 3776 115

PHASE 3 DELIVERYReports of shortages, where particularly increased learners have applied at schools.To assist schools decision made to deliver the remaining books to the District warehouses closer to the schoolsAll surplus stock was picked and packed in accordance with titles provided for each district. District and Circuit Offices were informed about how the remaining consignment would be divided (pro rata) among the districts. DSMs contacted schools via circuits to either collect the textbook shortages from the district warehouse or forward remaining shortages for delivery to the school. The service provider has placed vehicles and additional staff at district warehouses to expedite the final mop up stage. Schools have been collecting shortages on a daily basis. Each school is required to complete, stamp and sign forms to specify list of titles and quantities per grade and subject of textbooks collected per school. The forms are collected on a daily basis from each district to reconcile the total textbook provisioning for each school. This process is planned to be completed by 1 March 2013. A final analysis will be 8 March 2013 for final close out.

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REASONS FOR DISCREPANCIESThe final mop of textbook delivery is not restricted to LP but in all 9

provinces because of the following:• Migration of learners across schools, districts and provinces at the

start of the school calendar year resulting in shortages at some schools and surpluses in others.

• Schools starting new grades• Schools changing LoLT• Incorrect languages• Dual medium schools not indicated on data• Returns for closed schools • Merged schools lacking• Change of schools’ addresses

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LDoE - DISTRICT OFFICE DELIVERIES COMPLETED BY 11.2.2013 FOR PHASE 3 MOP UP

DISTRICT COMMENT QTY BOOKS DELIVEREDCAPRICORN (Central

Warehouse)Delivered 73989Delivered 239760

GREATER SEKHUKHUNE Delivered 127175MOPANI Delivered 93950

Delivered 26330VHEMBE Delivered 61674

Delivered 19320WATERBERG

Delivered 93000

Returned 3670POLOKWANE Delivered 30863

LEBOWAKGOMO Delivered 60055MOGALAKWENA Delivered 32316

RIBA CROSS Delivered 59208TSHIPISE-SAGOLE Delivered 35275

TZANEEN Delivered 49409

CONCLUSIONThe provision of textbooks in LP has drawn major attention without the understanding of the complexities , lack of understanding of the processes put in place for CAPS implementation and textbook provisioning for CAPS, budgetary pressures it draws, more so for LDoE, which is under administration.Compounding the above is claims of non delivery to schools for grades that have already been provided for CAPs or for grades that will be provided for CAPS in 2014. This displays ignorance of the prescripts of budget planning especially when the request is for books that could be obsolete in a few months time.The number of claims of non delivery has been refuted by the mere evidence of the PODs that have been captured on an online system and which was announced to the public by the Minister in her meeting with stakeholders on !8 November 2012 in Limpopo.The Department is however committed to ensure that all schools receive their full consignment of textbooks. Schools have been requested, via a circular, to declare any further shortages . This will be verified against the evidence of deliveries made and remediated where necessary. Principals will be held accountable for submitting I incorrect information.

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EVIDENCE

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