PORTFOLIO COMMITTEE ON BASIC EDUCATION

PROVISION OF LEARNING AND TEACHING SUPPORT MATERIAL

29 OCTOBER 2013

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OUTLINE• Purpose• Introduction• Basic Education Sector Plan• Development on National Catalogues• Modality of Procurement and Delivery of textbooks• Progress on delivery of Textbooks• Provision for Top Ups• Progress on delivery of Workbooks• Progress on delivery of Stationery• Challenges• Monitoring• Retention and retrieval• Conclusion

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PURPOSE

To provide a report on the progress of the procurement and delivery of LTSM

INTRODUCTION• Reporting on the delivery of textbooks for CAPS

grades 7-9 and 12• Reporting on delivery of textbooks for the CAPS

addendum catalogue for grades 4-6 and 11• Workbooks• Stationery• Top ups for grades 1- 6 and 10,11• Strengthening LTSM retention and textbook

retrieval systems

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BASIC EDUCATION SECTOR MANAGEMENT PLAN FOR THE PROCUREMENT AND DELIVERY OF LTSM 2013

• The DBE developed a the Sector Plan for LTSM which states that 31 October 2013 is the deadline for all schools to receive textbooks and stationery in all provinces.

• Provinces were requested to align their Management Plans to that of the DBE’s . All provinces have complied

• The DBE and provinces agreed that monthly reports on the procurement and delivery of textbooks and stationery will be submitted to DBE on or before the 5th of every month.

• The DBE monitors progress against provincial plans and reports on progress.

PROVINCIAL RESPONSIBILITIES• The major responsibilities of the provinces for procurement

and delivery for 2014:– develop the Provincial Sector Plans aligned to the DBE

Sector Plan to guide provincial procurement of LTSM– manage the activities as per the sector plan to ensure

the delivery of LTSM to schools according to the agreed timeframes

– report monthly to DBE on progress in procurement and delivery of LTSM

– monitor and support of procurement of LTSM (requisitioning by schools; placing of orders with publishers; warehousing processes; delivery to schools)

DEVELOPMENT OF THE NATIONAL CATALOGUE• National catalogues of CAPS-aligned textbooks have been

developed to support implementation of CAPS• The National Catalogue for Grades 7-9 and 12 has

finalised and published and disseminated to provinces..• The Addendum Catalogue for Grades 4-6 and 11 were

developed and released.• Provinces were required to customize the catalogues and

send to schools for orders to be placed.• Provincial procurement processes and deliveries have

ensued in alignment with the provincial LTSM plan and sector plan.

MODALITY FOR PROCUREMNT AND

DELIVERY OF TEXTBOOKS

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EASTERN CAPE PROCUREMENT MODEL • The province outsources the management and delivery of

textbooks to publishers who appoint a managing agent to manage the distribution.

• Local SMMEs are contracted for distribution to schools to stimulate local economy.

• Textbooks for implementing grades are procured centrally by the province for all the schools regardless of whether the school has neither a Section 21.1.c function nor its quintile.

• Schools submit their requisitions for stationery to the province and the same distribution model is used to distribute to schools.

• Province pays publishers on submission of PODs.

FREE STATE PROCUREMENT MODEL • The Province has outsourced distribution of LTSM to District

Based Distributors. • The department provides warehousing in all districts. • Schools submit their orders online and these are sent to the

regions• The province consolidates quantities and places orders with

publishers. • A service provider has been appointed to provide stationery

over a period of three years.• Requisitions for stationery are sent to the service provider

in July every year.

GAUTENG PROCUREMENT MODEL • The province has appointed a managing agent to manage the

procurement and delivery of both textbooks and stationery to schools. • The managing agent manages the warehousing and distribution of LTSM

to schools. • Section 21.1c schools are expected to submit proof of requisitioning to

the provincial office. • Only 10% of schools are Non-Section 21. • 300 of the 2000 schools opted for central procurement. • The managing agent consolidates quantities and places orders with

publishers.• Section 21 schools buy through booksellers.• Booksellers place orders with publishers.• Schools pay booksellers who then pay publishers.

KWAZULU-NATAL PROCUREMENT MODEL

• The province had appointed a managing agent to manage the procurement, warehousing and delivery of both textbooks and stationery to schools.

LIMPOPO PROCUREMENT MODEL • The province procures textbooks and stationery centrally

for all schools.• The province invites publishers to submit their lowest

price.• The province selects the three cheapest books on the

revised catalogue and buys in descending order.• The provincial department places orders with publishers.• Publishers deliver books to one central warehouse.• SAPO has been contracted by the department to deliver

to schools.• The publishers invoice the department.

MPUMALANGA PROCUREMENT MODEL • The province has appointed a managing agent to manage

the procurement, warehousing and delivery of both textbooks and stationery to schools.

• All schools submit their requisitions for textbooks and stationery which are then verified and approved by Circuit Managers.

• The managing agent consolidates the quantities and places orders with publishers.

• Publishers deliver a central warehouse.• The province pays managing agent who in turn pays the

publishers.

NORTHERN CAPE PROCUREMENT MODEL • Schools place orders electronically. The

province consolidates and places orders with publishers.

• The Post Office has been appointed as a managing agent to provide warehousing and manage distribution to schools.

• Schools receive funds from the department and they order their own stationery.

NORTH WEST PROCUREMENT MODEL • The province utilises the services of book-sellers /

distributors who provide warehousing and distribute LTSM to schools.

• Schools get requisitions from regions.• Schools complete requisitions according to a prescribed

paper budget and return to the region• Completed requisitions are submitted to regions that place

orders with publishers.• The regions allocate schools to distributors.• The regions process orders and send documentation to the

province for payment.

WESTERN CAPE PROCUREMENT MODEL • The province procures textbooks for all CAPS implementing

grades centrally.• Schools receive their norms and standards allocations to

purchase textbooks that fall outside central procurement.• The province issues a multiple-source tender for the supply

of these textbooks directly to schools. • Schools complete requisitions and send them to the province• Quantities are consolidated at the province.• The province sends indicative quantities to publishers for

quotation (including distribution).• Province places orders with publishers and they deliver

directly to schools.

PROGRESS ON DELIVERY

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PLAN FOR DELIVERY OF TEXTBOOKS TO SCHOOLS

PROVINCE TIME FRAMES

Eastern Cape September - November 2013

Free State September – November 2013

Gauteng September - November 2013

KwaZulu-Natal October – November 2013

Limpopo October- November 2013

Mpumalanga June – October 2013

Northern Cape September 2013

North West August – September 2013

Western Cape September – October 2013

PROGRESS ON DELIVERY OF TEXTBOOKS BY PUBLISHERSAS AT 24/10/13

NB: Please note that this report changes daily

PROVINCE WAREHOUSE DELIVERIES

EASTERN CAPE 99.5%

FREE STATE 98%

GAUTENG 95%

KWAZULU-NATAL 59%

LIMPOPO 97%

MPUMALANGA 99.99%

NORTHERN CAPE 99%

NORTH WEST 99.9% Booksellers

WESTERN CAPE No warehousing

PROGRESS ON DELIVERY OF TEXTBOOKS TO SCHOOLS AS AT 24/10/13

NB: Please note that this report changes daily

PROVINCE SCHOOL DELIVERIES

EASTERN CAPE 100%

FREE STATE 38%

GAUTENG 97%

KWAZULU-NATAL 53%

LIMPOPO 72%

MPUMALANGA 91%

NORTHERN CAPE 76%

NORTH WEST 99.81%

WESTERN CAPE 98%

TOP UPS• Provinces are at different levels for providing of top ups for

FP, IP and grades 10 and 11• Statistics in this regards is still being collected and will only

be available end of March 2014• Provinces have been advised through CEM and HEDCOM to

approach Treasury to consider shifting the allocation of 2014/15 to be made available in 2013/14 for top ups

• The Minister of Basic Education has also taken the matter up with the Minister of Finance to allow the movement of funds from the outer year of 2014/15 to 2013/14 to ensure that every learner has a textbook in every grade for every subject.

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WORKBOOKS

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2014 WORKBOOKS

Workbooks to be delivered to public schools:• Grade R Workbooks;• Literacy/language Gr 1 – 6 in 11 languages; • Numeracy Grades 1-3 in eleven languages; • Mathematics Gr 4 – 9 English and Afrikaans; • Life Skills Gr 1 – 3 in 11 languages; and • English FAL Grades 1-6;

NUMBER OF 2014 WORKBOOKS TO BE DELIVERED

PROVINCENumber of

schools FAL HOME

LANGUAGE LIFE SKILLS MATHS Total

EC 5582 981 935 1 090 605 603 050 1 525 340 4 200 930

FS 1371 334 545 374 130 203 960 544 490 1 457 125

GP 2040 729 390 1 130 055 608 485 1 620 190 4 088 120

KZ 5955 1 151 540 1 411 440 767 730 2 085 510 5 416 220

LP 3931 765 105 792 205 425 030 1 180 555 3 162 895

MP 1821 463 995 527 370 280 560 781 075 2 053 000

NC 591 144 370 160 010 83 420 230 325 618 125

NW 1613 379 895 418 025 224 955 606 905 1 629 780

WC 1451 394 020 595 050 324 205 841 170 2 154 445

Total 24355 5 344 795 6 498 890 3 521 395 9 415 560 24 780 640

2014 WORKBOOK 1 DELIVERY STATUS% of Total Workbook Volume 1 2014 Distribution

Total Schools Total Books Schools Delivered Books Delivered Verified PODs22% 18% 74% 76% 54%

5% 6% 81% 76% 59%9% 16% 76% 77% 67%

25% 22% 75% 76% 60%17% 13% 75% 85% 62%

7% 8% 83% 89% 66%2% 3% 87% 91% 66%6% 7% 80% 81% 65%6% 9% 85% 82% 63%

100% 100% 77% 80% 62%

PRINTING AND DELIVERY OF BRAILLE WORKBOOKS• Terms 1&2 Gr. R workbooks in English and

Afrikaans and Grades1-6 Mathematics Braille workbooks have been printed and delivered to all 22 special schools

• Large Print editing for Grades 1, 3 and 4 Mathematics in all languages and Grade 1 – 5 Home Language in all languages have been completed.

• Provinces are submitting plans for provision of ICT for visually impaired learners

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STATIONERY• Provinces are at different levels of delivery for

stationery.• DBE is collecting data and a full picture on this will

emerge by the end of November 2013.• This is in view of the fact that provinces tend to first

focus on procurement and delivery of textbooks, given the intensity and challenges involved, and then move to stationery which has less intensity and complexity.

• Provinces also employ different modalities for procurement and delivery of stationery

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CHALLENGES• Disruption of process by service delivery protests – service

providers not afforded access for delivery to schools;• Litigation which causes delay in delivery by publishers

/service providers;• Delay by some service providers who either deliver late or

abandon orders placed.• Printing time-frames and publisher capacity, e.g. shortage of

paper, printing materials and infrastructure;• Packing errors by publishers & suppliers.• Delay in reporting incorrect deliveries and delivery shortages

by school principals;• Inaccessible roads due to inclement weather

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MONITORING• Inter Provincial Forum• CEM• HEDCOM• HEDCOM Sub Committee• Reports from Publishers• Weekly reports from PEDs

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RETENTION AND RETREVIAL • The long-term plan is to address LTSM retention through a

comprehensive LTSM national policy that the DBE is developing.• In the meantime, there is a need to strengthening monitoring of

implementation of LTSM retention systems by Provincial Education Departments (PEDs) to promote attainment of a 100% textbook retrieval rate by schools and accountability for non-retention.

• PEDS have been alerted to the need for retention and retrieval and provincial plans have been requested and for reports to be submitted by end of January.

• Schools with the oversight of District Directors should will be held accountable for reporting on timeously on LTSM retrieval.

CONCLUSIONBy strengthening the Basic Education Sector Plan which provides milestones and detailed business processes for procurement and delivery of LTSM as well as bringing delivery dates forward, the DBE has succeeded in getting books to schools much earlier than the previous years.Mop up processes to deal with shortages occasioned by inward and outward migration is expected to be completed by end of March 2014.

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THANK YOU

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