LP PROCUREMENT AND DELIVERY OF TEXTBOOKS AND

LP PROCUREMENT AND DELIVERY OF TEXTBOOKS AND STATIONERY 2013 1

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 2

BUSINESS PROCESS MAPPING • Guiding Principles for Textbook Procurement ØCentralised procurement ØStandardised core textbooks (core to a school/ district/province) ØA book per learner per subject per grade ØProcure only for grades 4 -6 and 11 • National Catalogue Ø 8 titles per subject per component ØRanked from 1 -8 according to price ØNo compromise of quality between ranks ØChoices restricted to books on the catalogue ØReader packs 3

2013 TEXTBOOK PROCUREMENT Ø LDo. E 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; Ø Provide quantities per subject and component to each publisher to match or better lowest price on catalogue Ø Verification of orders against learner enrollment per subject per school ØSelection process of maximum of three publishers per subject and grade by LDo. E ØProcessing of orders per publisher ØOrders placed Grade QUANTITIES Original Catalogue Price Reduced Price 4 -6 3, 488, 271 R 219, 918, 574. 75 R 141 499 655. 06 11 1, 051, 901 R 148, 491, 520. 00 R 80 206 152. 99 4

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 Grade Quantities Reduced Price 369 360 Lowest original National Catalogue Price R 9 368 640 4 -6 11 90 575 R 5 080 673 N/A 4 -6 & 11 459 935 R 14 449 313 N/A 5

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 6

ORDERING Textbook 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 LDo. E 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 7 th September 2012. Publishers were required to deliver all stock by 12 th October 2012. 7

GRADE 11 QUANTITIES SUBJECT TG LB Ex Bk Total Accounting 1 500 44 999 91 498 Agricultural Sciences 1 759 52 769 0 54 528 Business Studies 1 581 47 431 0 49 012 Civil Technology 28 834 0 862 Computer Applications Technology 80 2 386 0 2 466 Consumer Studies 191 5 736 0 5 927 Economics 1 719 51 582 0 53 301 Electrical Technology 35 1 051 0 1 086 Engineering Graphics and Design 90 2 688 0 2 778 First Additional Language 5 429 162 856 0 168 285 Geography 2 967 89 018 0 91 985 History 1 097 32 908 0 34 005 Home Language 6 540 196 210 0 202 750 Hospitality Studies 16 467 0 483 Life Orientation 5 481 164 422 0 169 903 Life Sciences 3 219 96 576 0 99 795 Mathematical Literacy 3 073 92 203 0 95 276 Mechanical Technology 21 617 0 638 Religion Studies 6 182 0 188 Tourism 562 16 865 0 17 427 Visual Arts 9 274 0 283 35 403 1 062 074 44 999 1 142 476 8

GRADE 4 -6 QUANTITIES Grade 4 4 Total Subject First Additional Language Home Language Life Orientation Mathematics Social Science 5 First Additional Language Home Language Life Orientation Mathematics Social Science 5 Total 6 First Additional Language Home Language Life Orientation Mathematics Social Science 6 Total Grand Total Graded Reader Teacher Core Reader Series Guide Text Book Grand Total 115 624 305 040 3 854 115 624 540 142 113 889 232 300 3 797 113 889 463 875 3 854 115 625 119 479 3 854 115 624 119 478 1 141 34 224 35 364 229 513 537 340 16 500 494 985 1 278 338 119 706 302 280 3 990 119 706 545 682 118 063 225 160 3 935 118 090 465 249 3 991 119 707 123 697 3 990 119 706 123 696 1 181 35 427 36 608 237 769 527 440 17 088 512 635 1 294 932 117 978 301 440 3 933 117 978 541 329 116 505 226 260 3 883 116 460 463 108 3 932 117 977 121 909 3 933 117 978 121 911 1 165 34 938 36 103 234 483 527 700 16 845 505 332 1 284 360 701 765 1 592 480 50 433 1 512 952 3 857 631 9

RECEIVING ADMINISTRATION Installation 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 WAREHOUSING Proper 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 10 deadlines

DISTRIBUTION 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. 11

PICKING AND PACKING Training of total of 100 staff Staff 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; and provide IT support to produce trip sheets / delivery notes and proof of delivery per consignment 12

DELIVERY ØReceipting against orders ØPick and pack list per school matches original order from schools and total quantities ordered ØSign off of stock leaving central warehouse ØReceipting of stock at central warehouse and sign off ØAllocation of stock per circuit and distributor ØHandover of stock to distributor per circuit with sign off and POD for schools ØDelivery to schools ØSchool principals check quantities against POD and Sign off ØPOD returned to District warehouse and recorded in register against each distributor ØPODS collated and returned to central warehouse daily for capturing and upload on online system. 13

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. 14

PHASE 1 DELIVERY LIMPOPO TEXTBOOKS PHASE 1 2013 District CAPRICORN LEBOWAKGOMO MOGALAKWENA MOPANI RIBA CROSS SEKHUKHUNE TSHIPISE SAGOLE TZANEEN VHEMBE WATERBERG Grand Total Delivered 694 249 280 481 257 667 226 225 791 182 4052 Private school - full return 1 1 1 3 Total schools 695 249 280 481 258 668 226 225 791 182 4055 Schools Delivery per district as a % of Total 17. 1% 6. 9% 11. 9% 6. 4% 16. 5% 5. 6% 5. 5% 19. 5% 4. 5% 100. 0% 15

District CAPRICORN Total LEBOWAKGOMO Total MOGALAKWENA Total MOPANI Total POLOKWANE Total RIBA CROSS Total SEKHUKHUNE Total TSHIPISE SAGOLE Total TZANEEN Total Vhembe Total WATERBERG Total Grand Total Sum of Orig. Sum of Short Sum of Del Sum of Return Qty of Qty Textbooks Qty Textbooks & & TG Textbooks & TG TG 321411 320422 720 1288 173657 172386 345 1670 170222 166393 1111 4216 387769 377782 8750 1979 192607 190450 562 1142 159251 158174 293 1417 452389 447564 1887 6197 110528 109655 4728 1287 153249 147904 4938 2598 517908 507116 9134 5561 144854 128964 15317 2460 2783845 2726810 42226 29815 16

PHASE 2 DELIVERY LIMPOPO SCHOOL DISTRICTS CAPRICORN LEBOWAKGOMO MOGALAKWENA MOPANI POLOKWANE RIBA CROSS SEKHUKHUNE TSHIPISE-SAGOLE TZANEEN VHEMBE WATERBERG Grand Total LIMPOPO PHASE 2 MOP UP TOTAL DELIVERED SCHOOLS 458 452 234 230 266 480 470 189 187 249 240 647 588 211 210 225 216 764 754 168 163 3891 3776 IN TRANSIT MOP UP DELIVERIES 6 4 10 2 9 59 1 9 10 5 115 17

PHASE 3 DELIVERY Reports 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 schools All 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. 18

REASONS FOR DISCREPANCIES The 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 Lo. LT • Incorrect languages • Dual medium schools not indicated on data • Returns for closed schools • Merged schools lacking • Change of schools’ addresses 19

LDo. E - DISTRICT OFFICE DELIVERIES COMPLETED BY 11. 2. 2013 FOR PHASE 3 MOP UP DISTRICT CAPRICORN (Central Warehouse) COMMENT Delivered GREATER SEKHUKHUNE MOPANI WATERBERG Delivered Delivered 127175 93950 26330 61674 19320 93000 POLOKWANE LEBOWAKGOMO MOGALAKWENA RIBA CROSS TSHIPISE-SAGOLE TZANEEN Returned Delivered Delivered 3670 30863 60055 32316 59208 35275 49409 VHEMBE QTY BOOKS DELIVERED 73989 239760 20

CONCLUSION The 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 LDo. E, 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. 21

EVIDENCE 22