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REGION VI Western Visayas

Division of Iloilo

DISTRICT OF DUEAS

e-Forms for Elementary and

Secondary Schools

Alfonso C. Corpuz

Division of Iligan City

May 3 - 5, 2012

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Observation on current state of

DepEd Forms

It observed that forms require

regular monitoring

regular submission calculations

table look-up

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Guide observations on current

DepEd Forms

It was also considered that forms

take lots of time to do

makes teachers less productive in otherareas

are notoriously non-uniform in

appearance are notoriously confusing to new teachers

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Objectives of the e-Forms

The teachers must experience

submission of forms to be less hectic

data generation to be automatic teachers to have more time for (checking,

monitoring)

Make the appearance of submitted formsmore uniform

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Construction of e-Forms

We recognized the following things

Forms are basically accounting data and

should be treated as such

Spreadsheets were designed for

formatted accounting and computation

But spreadsheets are harder to use thanpresentation and word processors

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Construction of e-Forms

We also recognized the following things

Computer programs were designed to

minimize calculations and formatting

A little programming on our part help in

determining how to minimize data entry

and maximize computation and formatting

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Background of e-Forms

Principal

ICT Coordinator

E-Forms Designer

Division ICT

Coordinator

Superintendent

Microsoft

DIVISION

WIDE

SEMINAR

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Analysis of Form Submission

Schedule As Needed Daily Weekly Monthly Quarterly Semester Annual

SubjectTeacher

CLASSRECORD

DTRCLASS

RECORDMPS

PASTFORM

Adviser

Teacher

SCHOOL

REGISTER

Attendance

SHEET

SCHOOLREGISTE

R

FORM 2 MPSPAST

FORM

FORM

18

CLASSRECORD

DTRCLASS

RECORDGRADING

SHEET

Nutritional

STATUS

PDSForm

FORM 137FORM137

MASTERSHEET

PFSTTFORM

FORM XVFORM137

EquivalentRecord Form

REPORTCARD

Leave Form

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Other Required Forms

Adviser InfoForm

(CB)-PAST FORM

PDS FORM

Advisory ClassRecord, GradingSheet and MPS

LEAVE FORM

Form 29 / 30

http://localhost/var/www/apps/conversion/tmp/scratch_9/ADVISER%20INFO%20FORM.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/ADVISER%20INFO%20FORM.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20B-2%20Performance%20Appraisal%20System%20for%20Teachers%20(PAST).xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20B-2%20Performance%20Appraisal%20System%20for%20Teachers%20(PAST).xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20B-2%20Performance%20Appraisal%20System%20for%20Teachers%20(PAST).xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20CS%20212%20(Revised%202005)%20TEMPLATE.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/FORM%20B-2%20Performance%20Appraisal%20System%20for%20Teachers%20(PAST).xlshttp://localhost/var/www/apps/conversion/tmp/scratch_9/ADVISER%20INFO%20FORM.xls

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For Use

Received folders must be copied, with theoriginal must remain unedited.

The back-up copy served then as your

working folder that you can rename tomatch the year you used it. Example, all contents of the e-FORMS folder must be

copied to a folder aptly named after you (include year

tooSuch as ALs FORMS 2006).

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For Use (continued)

An adviser must first fill-out the Adviser Info Formworksheet with current data. The data here are reflectedon other Forms automatically.

DO NOT RENAME the files as it will cause the functionsand links of the files to unlink.

A subject teacher need only the Class Records labeledSubject 1 to Subject 9

In latest Version 8.0, a reformatted Form 18-A was donewith a better logic in determining the Prom. orRet.,

Adviser Data automatically gives a list of divisions whenchoosing a specific region. This allows users on allregions of the Philippines to use it.

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Advantages

Since forms have repeated data, the Excel filesdo the repetition for you by linking or looking-updata from the Adviser Form, Form 1 or GradingSheets.

You only provide data that specific for the formsto be submitted.

Data that can be determined from formula

calculations, links or look-up tables are done byExcel and releases the teacher from the tediousjob of looking-up for them.

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Advantages(continued..)

Formatting is done by Excel as well althoughcolumn changes must be performed by the userfor print-resizing.

Some forms are already available for printing assoon as data in School Register or Class Recordare ready.

The schools duplicating machine will not be

used as much to provide copies of blank formsand therefore reduce the expenses for ink andtoners.

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Disadvantages

Automated data is not easy to override due to data protection (i.e.formulas)

Grades in the CLASS RECORD can be modified.

Additional time to face the computer

Have a student assistant to enter Form 1 data / Class Record data.Whenever possible, perform your data entry at school and not athome.

Risk of Data Loss is always present

Always have a hard copy in case of power failure, disk failure or

related instances.Additional personal paper and ink expenses.

Have the school provide the paper and use dot-matrix printerwhenever available.

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Question and Answer

Does it mean that we should forget our paper copies?

No. Our paper copy remains as the original copy. The computermerely help facilitate data generation

How many times do we have to use the e-Form files?

Based on the frequency and submission table shown. Once a weekis the best we can use.

What do we do next school year? Do we wait for you to give us anew copy?

No. An electronic manual was provided to guide you in the yearly

use of the files. Always have a BLANK copy of the files for you tocopy to your new folder.

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Question and Answer(continued)

Do we do away with the sheets of forms already printed out?

No. The best way is to actually use the available forms (or whatsleft of the sheets of forms) until they actually run out.

How do we edit wrong data reflected in our forms?

EDIT the linked file. Usually, eitherADVISER INFO FORM if wrong data about the school or teacher or Grading

System

FORM 1-School Register if wrong data concerning the student

ADVISORY GRADING SHEET if wrong data about the grades

CLASS RECORD (or Subject1 to Subject9) Wrong data for grade computed

How do we use it immediately?

SEE DEMO