DepEd MIS Framework

DepEd MIS Framework

MaterialResourcesInformation

System(MRIS)

BasicEducation

InformationSystem(BEIS)

HumanResourcesInformation

System(HRIS)

Financial Management Information System(FMIS)

The systems linked through shared School-ID.

The systems are coordinated not integrated.

The BEIS represents statistical data based on straightforward counts (e.g., number teachers, or pupils, in a school, the number of instructional rooms, school furniture (desks, sets of tables and chairs and armchairs). The unit for the analysis of statistical data is institutional: individual schools at the lowest level, at higher levels, school districts, divisions, regions or the national education system as a whole.

DepEd MIS Framework

In the HRIS, the unit of analysis is the person rather than the institution: an individual record is required for each staff member, teacher or non-teacher, employed in the education system.


System(MRIS)

BasicEducation



System(HRIS)




DepEd MIS Framework

When fully developed, the MRIS will include detailed data about physical facilities: the materials used in the construction of classrooms, for example, their state of repair, their dimensions. Detailed data concerning school desks, textbooks and others will also be included. Geographical information concerning the location of the school and its access to services will be likewise included.


System(MRIS)

BasicEducation



System(HRIS)




DepEd MIS Framework

The FMIS shall link to all the others: financial resources are needed for the development of all aspects of an education system. In particular, there is a close link between financial data and payroll data, which shall be included in the HRIS. In the Philippines as in most other countries, teachers’ salaries account for well over 80% of the total education budget.


System(MRIS)

BasicEducation



System(HRIS)




Historical Development of BEIS

Original Manual System

Until 1993, school data gathered and analyzed manually.Data entry errors and lack of coordination led to conflicting statistics.Increasing volume of work led to processing delays.


Early attempts to computerized system

During the late 1980s, there were two (2) attempts to computerize the collection and analysis of school data.Software development outsourced in both cases.However, there were problems in installation and utilization. Neither system became functional.


UDGS : The first computerized system

UDGS (Unified Data Gathering System) developed in 1993.Software development outsourced.Despite bugs and errors in the program, UDGS used for data analysis and preparation of Statistical Bulletins between 1993 and 2001.


BEIS Components

Module 1 - BEIS Quick Counts (Summary data, Government

schools only)

Module 2 - BEIS School Statistics (Full data, Government and

Private schools)

Module 3 - BEIS Performance Indicators


BEIS : The new computerized system

Development started in August 2002.First step: development of new BEIS data gathering instruments: (drafting, field testing, and finalization).Provision for manual validity checking included.


BEIS Flexibility

Software development entirely by the Research and Statistics Division (RSD), Office of Planning Service (OPS) team, DepEd Central OfficeSoftware is written in Visual Basic Application in MS ExcelSoftware development team members trained in VBA in Excel for 72 contact hours.

Drafting, field testing and finalization of BEIS Data Gathering Instruments

Central Office

Divisional Office

Regional Office

BEIS Data Gathering Instruments

DepEd Order No. 48, “Regular Annual Collection and Processing of Basic Education Data”

Government Elementary School Profile (GESP)

Government Secondary School Profile (GSSP)

Private School Profile (PSP)

designed to capture the basic education data and is distributed to all government and private elementary and secondary schools;

DepEd Administrative Structure

17 Regional Offices

180 Divisional Offices, SY 2002-2003

2,273 District Offices

36,234 Government Elem. Schools

4,422 Government Sec. Schools

4,529 Private Elem. Schools

3,261 Private Sec. Schools

Data collection, processing and submission activities

Orientation of regional and divisional teams to BEIS data gathering instruments, and dissemination to the schools

(July-August)

Retrieval of accomplished BEIS data gathering instruments

(end of Sept)

Manual validation of data

(Sept-Oct)

Dissemination of BEIS Quick Count System (Module 1) by DepEd Central

(Sept)

BEISinstruments

Central

Region

Division

District / Schools

Schools

District

Division

Region

Division

Central

Region

Division


Processing of BEIS Quick Counts data by the Division Offices

(Oct-Nov)

Submission of BEIS Quick Counts data to DepEd Regional Office & Central Office

(Nov-Dec)

Dissemination of BEIS SSM (Module 2)

(Nov-Dec)

Processing of BEIS SSM (Module 2)

(Dec-Feb)

Division Central

Region

Central

Region

Division

Division


Submission of BEIS SSM (Module 2)

(end of Feb)

Generation of School Year Basic Education Statistics and BEIS -Performance Indicators (Module 3)

(Mar-Apr)

Timeframe = 9 Months

Central

Region

Central

Region

Division

“ This year’s data within the year”

BEIS : Primary MIS of the Department of Education

BEIS processes and generates the data needed for planning, budget preparation, resource allocation and performance indicators.BEIS analyzes teacher deployment, instructional rooms allocation and pupil/student seating ratio.BEIS evaluates the performance of the education sector in terms of the EFA indicators and other related indicators.

Features of the BEIS

Streamlined data gathering instruments with manual checks for internal consistency;Quick counts to provide budget data from schools within the year;Capable of disaggregating by legislative district, municipality/city, municipality class, urban/rural classification and by gender;

Features of the BEIS

Automated reporting for teacher deployment, instructional room analysis and school furniture analysis;Decentralized encoding at the divisional level;Unique School ID;Software provides computerized validity checks during data input.

BEIS School Index Number System

Region-ID

Leg. District-IDSchool District-ID

School Division-ID

Mun. Income Class IDUrban/Rural-ID

Municipal. ID

Prov./ City-ID

Local GovernmentDepEd

School-ID

Mother School ID

Annex School ID

Public Elementary

Public Secondary

Private Elem.& Sec.

BEIS School-ID system provides flexibility. DepEd or Local Government affiliation of school can change without necessitating change in School-ID.

BEIS QuickCount System

(Module 1)

The BEIS Quick Count System (Module 1)

Quick Count involves only four major variables required for budget planning:

EnrolmentTeacher numbers (nationally-funded only),Instructional room provisionSeating provision

These can be used to generate ratios Pupil : Teacher Ratio, Pupil : Instructional Room Ratio, Pupil : Seat Ratio,indicating where the main shortages,and surpluses, are located.

The BEIS Quick Count System (Module 1) Training Workshop

Date: October 14-29, 2002 (3 Batches)

DepEd Order No. 211, s. 2002

Participants: 34 Regional Planning Officers &

Data Entry Machine Operators

342 Divisional Planning Officers &


Teacher Deployment Analysis (Rainbow Spectrum)

Pupil : Teacher Ratio

Color Code Remarks

Less than 25 Blue Excessive Surplus Teacher Provision

25.00 – 29.99 Sky Blue

Surplus Teacher Provision

30.00 – 34.99 Green Generous Teacher Provision

35.00 – 39.99 Yellow National Mean Ratio

40.00 – 44.99 Gold Manageable Ratio

45.00 – 49.99 Orange Moderate Teacher Shortage

More than 50.00 Red Severe Teacher Shortage

No Teacher Available Black No Nationally-Funded Teacher

Instructional Room Analysis (Rainbow Spectrum)

Pupil:Room Ratio

Color Code Remarks

Less than 46 Blue Meet Republic Act 7880 with one shift

46.00 – 50.99 Yellow Fails to meet RA 7880 with one shift

51.00 – 55.99 Gold Does not meet RA 7880 even with double shifting

More than 56 Red Does not meet RA 7880, schools with severe shortage of classrooms

No Classroom Available

Black No existing instructional roomsRepublic Act 7880 – An Act providing for the Fair and Equitable Allocation of the Department of Education Budget for Capital Outlay.

Classroom Shortage – refers to the number of classrooms whose construction in considering the number of students divided by the existing number of classrooms shall result in a student : classroom ratio of 45:1. Classrooms shall mean those exclusively used for instructional purposes and shall exclude offices, libraries, laboratories, workshops and the like.

Output in BEIS Quick Counts Module

School Furniture Analysis (Rainbow Spectrum)

Pupil:Seat Ratio Color Code Remarks

Less than 0.49 Blue Two-seats per pupil even in one-shift schools

0.50 – 0.69 Sky Blue

Surplus seat provision

0.70 – 0.89 Green Generous seat provision

0.90 – 1.00 Yellow Adequate in one-shift schools

1.01 – 1.99 Gold Adequate in two-shift schools

2.00 – 2.99 Orange More than 2 pupils per seat; Inadequate in two-shift schools

More than 3.00 Red More than 3 pupils per seat; Severe shortage in two-shift schools

No Seats Available Black No existing seats

BEIS School Statistics System

(Module 2)

The BEIS School Statistics System (Module 2)

The BEIS School Statistics System includes a wider range of variables (e.g., enrolment, classes, repeaters, dropouts, teachers’ workloads, locally-hired teachers, etc.)

The BEIS School Statistics System (Module 2) Training Workshop

Date: March 17 – April 29, 2003 (6 Batches)






BEIS forPrivateSchools

The BEIS for Private Schools

BEISPerformance

Indicators System

(Module 3)

The BEIS Performance Indicators System (Module 3)

The BEIS Performance Indicators System calculates EFA and other related education indicators (e.g., participation rate, cohort-survival rate, gross enrolment ratios, etc.)

The BEIS Performance Indicators (Module 3) Training Workshop

Date: Sept. 16-18, 2003






The BEIS Performance Indicators (Module 3) Training Workshop

The BEIS Performance Indicators Module

BEIS - MAPS

Elementary Schools

National Teacher Deployment, SY 2002-2003

Secondary Schools

National PTR = 35.75

National STR = 40.20

Elementary Schools

Regional Teacher Deployment, SY 2002-2003National Capital Region

Secondary Schools

Makati CityPTR = 33.2

Mandaluyong CityPTR = 35.54

Muntinlupa CityPTR = 50.93

Las Piñas CityPTR = 53.74

ManilaPTR = 26.21

Marikina CityPTR = 39.21

Parañaque CityPTR = 46.95

Pasay CityPTR = 32.81

Quezon CityPTR = 46.65

Malabon & NavotasPTR = 42.55

Pasig City and San JuanPTR = 41.73

Taguig & PaterosPTR = 47.26

Valenzuela CityPTR = 44.55

Kalookan CityPTR = 49.3

PTR/STR

- 24.9925.00 - 29.9930.00 - 34.9935.00 - 39.9940.00 - 44.9945.00 - 49.9950.00 +No TeachersNo Data

Makati CitySTR = 37.12

Mandaluyong CitySTR = 35.55

Muntinlupa CitySTR = 47.53

Las Piñas CitySTR = 50.28

ManilaSTR = 18.9

Marikina CitySTR = 43.15

Parañaque CitySTR = 40.58

Pasay CitySTR = 37.16

Quezon CitySTR = 37.68

Malabon & NavotasSTR = 47.7

Pasig City and San JuanSTR = 36.07

Taguig & PaterosSTR = 44.6

Valenzuela CitySTR = 46.69

Kalookan CitySTR = 46.75

Masgad NHSSTR = 48.47

Cantapoy NHSSTR = 27

Villa Riza NHSSTR = 10.4

Matin-ao NHSSTR = 30.04

T.S Pantilo, Sr. MNHSSTR = 32.14

San Francisco NHSSTR = 39.14

Balite NHSSTR = 25.54

Surigao Del Norte NHSSTR = 36.3

Campo NHSSTR = 30.91

Asa NHSSTR = 39

Sta. Cruz NHSSTR = 28.04

Placer NHSSTR = 39.67

Mainit NHSSTR = 26.9

Timamana NHSSTR = 32.27

Tubod NHSSTR = 39.86

Don Ruben E. Ecleo Sr. MNHSSTR = 35.61

Dinagat School of FisheriesSTR = 20.94

R. E. Ecleo, Sr. NHS

Cagdianao NHSSTR = 35.89

Melgar NHSSTR = 19

Sering NHSSTR = 35.75

Rizal NHSSTR = 36.33

Tag-abaca NHSSTR = 37.1

Liberty NHSSTR = 16.71

Loreto NHSSTR = 31.29

Tubajon NHSSTR = 25.67

Plaridel NHS STR = 27

Albor NHSSTR = 40.62

Alegria NHSSTR = 36.37

Claver NHSSTR = 31.67

Gigaquit Nat'l. Sch. of Home IndustriesSTR = 26.42

Legend

- 0.490.50 - 0.690.70 - 0.890.90 - 1.001.01 - 1.992.00 - 2.993.00 +No FurnitureNo Data

Legend

- 45.9946.00 - 50.9951.00 - 55.9956.00 +No ClassroomsNo Data

PTR/STR

- 24.9925.00 - 29.9930.00 - 34.9935.00 - 39.9940.00 - 44.9945.00 - 49.9950.00 +No TeachersNo Data

Bacuag Nat'L Agro-Indust'L Sch.STR = 0

Divisional Teacher Deployment, SY 2002-2003Secondary Schools

PROVINCIAL MAP OF QUEZON

(50 + )

Gumaca

N

Jomalig

Patnanungan

Polillo

Panukulan

Burdeos

Gen, Nakar

Infanta

Real

Balesin Is.

Cagbalete Is.

Kalongkoan Is.

Palasan Is.

LAMON BAY

Perez

Alabat

Quezon

Mauban Sampaloc

Lucban

Dolores

Tiaong

San Antonio

Atimonan

Guinayangan

Buenavista

San Narciso

San Andres

San Francisco

Mulanay

Catanauan

General Luna

Macalelon

Sariaya Candelaria

Plaridel

Tayabas

Lucena City

Pagbilao

Plaridel

Pagbilao Grande

Padre Burgos

Agdangan

Unisan

Pitogo

Lopez

Tagkawayan

Calauag

TAYABAS BAY

Secondary Schools STR 41.01 - Gold

LEGEND:

(<25)

(25 – 29.99)

(30 – 34.99)

(35 – 39.99)

(40 – 44.99)

(45 – 49.99)

Divisional Teacher Deployment, SY 2002-2003Secondary Schools

Future Plans for BEIS Development

EnhancementIncorporate additional data requirements(special schools, madrasah, OSY data, ALS)

Improve the capability of the system in handling data analysis

Linking of all secondary schools BEIS data to school maps


Upgrading of MS-Excel BEIS to MS-SQL BEISIn-house development of the systemRe-training of BEIS development teamUpgrading of IT equipment

Installation of BEIS in the DepEd WebsiteData Utilization

Provide training for regional and divisional managers and planners in the utilization of BEIS data to support local decision-making.


AdvocacyConduct orientation on BEIS with stakeholders

EducatorsLegislatorsLocal Government Units (LGUs)Non-Government Organizations (NGOs)General Public

Documents

DepEd MIS Framework