6. Electronic Tool
6.1 The service provider will be expected to have an electronic tool which will be used to manage the whole process. The provision of electronic reports pertinent to the service required and its ability to deliver key services is compulsory as per specifications provided below. (Schedule 4)
The electronic tool which manages, inter-alia:-
textbooks requirements and budget tracking;
consolidation of publisher orders;
tracking of deliveries;
textbook retrieval and retention
Analysis and reporting
6.1.1 Catalogue, Data information and Reporting
126.96.36.199 Catalogue items as determined and approved by the Department.
188.8.131.52 Capturing of enrolment per grade and school against items ordered.
184.108.40.206 Analysis of catalogue distribution at various levels that is Ward, Circuit, District, and school levels.
6.1.2 Requisition information and Reporting
220.127.116.11 On-time Analysis of requisition submission per school
18.104.22.168 Quality assurance on requisition errors and corrections
22.214.171.124 Requisition detail against learner-textbook coverage
126.96.36.199 Provincial requisition detail on per-item spend.
6.1.3 Textbook Retrieval and Retention; Coverage and Inventory Reporting
188.8.131.52 Maintenance of periodic electronic inventory per school.
184.108.40.206 Provide coverage data per subject per grade for each school duly consolidated to District and Provincial levels
220.127.116.11 Indicate coverage patterns; gap analysis and cost implications for coverage scenarios
18.104.22.168 This module of the electronic tool must have capturing capabilities to capture retention data at the end of each year. Capturing shall be for the account of the managing agent.
22.214.171.124 The inventory data must update with deliveries made to each school and retention data captured at the end of the school year.
126.96.36.199 Reports shall also serve to include updated top-up requisition forms and annual inventory records for each school.
6.1.4 Financial Information and Reporting
188.8.131.52 Capturing of budgets per school.
184.108.40.206 Indicate spending patterns when budgets are exhausted by way of reports that are on time.
220.127.116.11 Consolidation of financial information at various levels that is schools, Ward, Circuit and District.
18.104.22.168 Provide spend analysis at various levels.
6.1.4 Delivery Status Reports
22.214.171.124 On time delivery status of LTSM items at the level of the school indicating requisition value, order value, percentage delivered, value delivered outstanding deliveries and balance of LTSM
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