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Teaching the Net Generation:Curriculum, Pedagogy and the Challengeof 21st Century Learning10 to 11 September ♦ Cebu City, Philippines
10 September 2008
DepEde‐FORMSAutomatedFormTemplatesinMSExcelforElementaryandHighSchool
AlfonsoC.Corpuz,ExquilBryanP.Aron&RoseMarieAnnM.Saavedra,PhD
2
TheRationaleofAutomatedForms
• Formsrequireregulartrackingandsubmission
• Formsrequirecalculationsandtablelook‐upthatdemandstimeandeffort
• Formstaketimewhichteacherscoulduseinotherproductiveways
• Formshavenouniformappearance.
3
ObjectivesofAutomatedForms
• Facilitatethesubmissionofforms
• Automatedatagenerationinformstolessentheteacher’sburden
• Giveteachersmoretimeforotherthings(checking,monitoring)
• Unifythegeneralappearanceofsubmittedforms
4
Backgroundofe‐Forms
MancomMeeting,May2006
Principal ICTCoordinator
E‐FormsDesigner
OldForms
E‐Forms
OldFormsOld
Forms
FacultyTrial
Revisions
Revisede‐Forms
Feedback
Usage
5
Backgroundofe‐Forms
Principal
ICTCoordinator
E‐FormsDesigner
DivisionICTCoordinator
Superintendent
Microsoft
DIVISIONWIDE
SEMINAR
6
AnalysisofFormSubmission
Schedule As Needed Daily Weekly Monthly Quarterly Semester Annual
SubjectTeacher
CLASSRECORD
DTR CLASSRECORD
MPS PASTFORM
AdviserTeacher
SCHOOLREGISTER
AttendanceSHEET
SCHOOLREGISTE
RFORM 2 MPS PAST
FORMFORM
18
CLASSRECORD
DTR CLASSRECORD
GRADINGSHEET
Nutritional
STATUS
PDSForm
FORM 137 FORM137
MASTERSHEET
PFSTTFORM
FORM XV FORM137
EquivalentRecord Form
REPORTCARD
Leave Form
7
AnalysisofDataFlowinForms
FORM1–SchoolRegister
FORM2–Teacher’sMonthReportofEnrolmentandAttendance
ADVISORYCLASSRECORD
NutritionalStatusandGuidance
Form
MPSGRADINGSHEETS
MASTERSHEET
REPORTCARD
FORM18
FORM137
AdviserInfoForm
PASTFORM
PhysicalFitnessandSportsTalentTestForm(PFSTT
Form)
DTR
8
OtherRequiredForms
Adviser InfoForm
PAST FORM
PDS FORM
Advisory ClassRecord, GradingSheet and MPS
Equivalent RecordForm
LEAVE FORM
Schedules
9
ForUse
• ThefilesyouwillcopyareTEMPLATESandthereforeitscontentsmustbecopiedtoaWORKINGFOLDER.Thesefilesalsoautomaticallyadjusteveryyear,andthereforewhenthecomputerisproperlygiventimeanddate,theformsthatrequiredatesalsochangewithit.– Example,allcontentsofthee‐FORMSfoldermustbecopiedtoafolderaptlynamedafteryou(includeyeartoo–SuchasAL’sFORMS2006).
10
ForUse(continued)
• Ifyouareanadviser,youmustfirstfill‐outtheAdviserInfoFormworksheetwithcurrentdata.ThedataherearereflectedonotherFORMSAUTOMATICALLY.
• DONOTRENAMEthefilesasitwillcausethefunctionsandlinksofthefilestounlink.However,Excelprovidesmeansfortheirrelinks.
• Ifyouareasubjectteacher,youneedonlytheCLASSRECORD,MPSANDGRADINGSHEETfile.Youcanrecopythisfileseveraltimesandrenamethemforothersectionsbecausethisfileisgoodforonesection.
• InVersion6.0,therearenow9emptyClassRecordsnamedSubject1toSubject9whichcanbeallrenamed.
11
Advantages
• Sinceformshaverepeateddata,theExcelfilesdotherepetitionforyoubylinkingorlooking‐updatafromtheAdviserForm,Form1orGradingSheets.
• Youonlyprovidedatathatspecificfortheformstobesubmitted.
• Datathatcanbedeterminedfromformulacalculations,linksorlook‐uptablesaredonebyExcelandreleasestheteacherfromthetediousjoboflooking‐upforthem.
12
Advantages(continued..)
• FormattingisdonebyExcelaswellalthoughcolumnchangesmustbeperformedbytheuserforprint‐resizing.
• SomeformsarealreadyavailableforprintingassoonasdatainSchoolRegisterorClassRecordareready.
• Theschool’sduplicatingmachinewillnotbeusedasmuchtoprovidecopiesofblankformsandthereforereducetheexpensesforinkandtoners.
13
Disadvantages
• Automateddataisnoteasytooverrideduetodataprotection(i.e.formulas)– GradesintheCLASSRECORDcanbemodified.
• Additionaltimetofacethecomputer– HaveastudentassistanttoenterForm1data/ClassRecorddata.
Wheneverpossible,performyourdataentryatschoolandnotathome.
• RiskofDataLossisalwayspresent– Alwayshaveahardcopyincaseofpowerfailure,diskfailureor
relatedinstances.• Additionalpersonalpaperandinkexpenses.
– Havetheschoolprovidethepaperandusedot‐matrixprinterwheneveravailable.
14
QuestionandAnswer
• Doesitmeanthatweshouldforgetourpapercopies?– No.Ourpapercopyremainsastheoriginalcopy.Thecomputer
merelyhelpfacilitatedatageneration• Howmanytimesdowehavetousethee‐Formfiles?
– Basedonthefrequencyandsubmissiontableshown.Onceaweekisthebestwecanuse.
• Whatdowedonextschoolyear?Dowewaitforyoutogiveusanewcopy?– No.Anelectronicmanualwasprovidedtoguideyouintheyearlyuse
ofthefiles.AlwayshaveaBLANKcopyofthefilesforyoutocopytoyournewfolder.
15
QuestionandAnswer…(continued)
• Dowedoawaywiththesheetsofformsalreadyprintedout?– No.Thebestwayistoactuallyusetheavailableforms(orwhat’sleft
ofthesheetsofforms)untiltheyactuallyrunout.• Howdoweeditwrongdatareflectedinourforms?
– EDITthelinkedfile.Usually,either• ADVISERINFOFORM–ifwrongdataabouttheschoolorteacherorGrading
System• FORM1‐SchoolRegister–ifwrongdataconcerningthestudent• ADVISORYGRADINGSHEET–ifwrongdataaboutthegrades
• Howdoweuseitimmediately?– SEEDEMO