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Basic EducationBasic Education School ManagementSchool ManagementInformation System
Enhanced Basic Education Enhanced Basic Education Information System (EBEIS)Information System (EBEIS)
System Overview
MR. DEO B. GENITO, JR.Head, Database Management Unit
Project Manager, EBEIS and LIS
Basic EducationBasic Education School ManagementSchool ManagementInformation System
Historical Background of Basic Education Information System (BEIS)
Before 2002 2002 2011 Onwards
Manual System
Lotus 1-2-3
School Profiles
2-years gap in data reporting
VBA in Excel (BEIS-QC, School Stat. and Performance Indicators
Stand-alone
School Profiles
9-months gap in data reporting
Web-based system
Online
School Profiles
3-4 months gap in data reporting
Basic EducationBasic Education School ManagementSchool ManagementInformation System
EBEIS
SYSTEM OVERVIEW &GUIDELINES FOR OPERATION
Basic EducationBasic Education School ManagementSchool ManagementInformation System
System Objectives
A web-based management information system that aims to achieve the following objectives:
improve the collection of data from the schools and field offices and efficiently render delivery of data/information to various stakeholderssupport information requirements for planning, quality assurance, monitoring & evaluation and other decision-making activitiesprovide a venue for sharing, using and reusing knowledge within DepED through increasing access to information
Basic EducationBasic Education School ManagementSchool ManagementInformation System
EBEIS Support To BESRA
BESRA KEY REFORM THRUSTS
RELEVANT BESRA POLICY AGENDA
KRT 1. CONTINUOUS KRT 1. CONTINUOUS SCHOOL IMPROVEMENTSCHOOL IMPROVEMENT supports data-driven
decision-making at all levels
increase access to data/information for purposes of planning, quality assurance, M&E
Provide schools with means to adopt mechanisms and practices for school-level accountability to parents, community, LGU's, and the DepED hierarchy, including use of School Profiles, School Report Cards and similar modes of reporting measurements of school-wide educational outcomes (participation, completion and achievement).
Basic EducationBasic Education School ManagementSchool ManagementInformation System
EBEIS Support To BESRA
BESRA KEY REFORM THRUSTS
RELEVANT BESRA POLICY AGENDA
KRT 5: DEPED’S KRT 5: DEPED’S INSTITUTIONAL CULTURE INSTITUTIONAL CULTURE CHANGECHANGE
Enhanced governance system
Improved facilities Increased transparency
through information systems and ICT
Improvement of the operational capacity of regions and divisions through modernization of staff and facilities, as well as through increasing transparency, accountability and integrity of its units, based on development and formulation of specific regional basic education support plans
Basic EducationBasic Education School ManagementSchool ManagementInformation System
System Components
Basic Education Information System
(BEIS)
BEIS.01Maintain School
Profile
BEIS.02Formal Basic
Education Information
BEIS.03ALS Information
BEIS.04ECE Information
BEIS.05SBM Assessment
& Reporting
BEIS.06Monitor Learning
Outcomes
BEIS.07Basic Education
Reporting
Basic EducationBasic Education School ManagementSchool ManagementInformation System
EBEIS is envisaged as theEBEIS is envisaged as the integrating mechanism integrating mechanism for all for all other information systems other information systems
Basic EducationBasic Education School ManagementSchool ManagementInformation System
Ways of Accessing the System
WebWeb
SCHOOL w/ no PC & internet
SCHOOLw/ internet& PC
Region
CentralOthers
Internet Cafe
EBEIS
Division
Basic EducationBasic Education School ManagementSchool ManagementInformation System
EBEISGENERAL GUIDELINES FOR OPERATION
Basic EducationBasic Education School ManagementSchool ManagementInformation System
Guidelines for Operation
The School Head shall be responsible for ensuring the continuous operation of EBEIS to support reporting and decision-making at the school level He/she further ensures that data submitted and maintained in the EBEIS is complete, accurate and timely. The School Head shall designate a School EBEIS Coordinator as a secondary focal person responsible for operating the EBEIS.
Basic EducationBasic Education School ManagementSchool ManagementInformation System
School Level Module
The School EBEIS Coordinators shall have the following tasks and responsibilities:
Encode required data in the EBEIS in accordance with reporting requirements defined by the OPSEnsure the completeness and accuracy of school data in the system according to Matrix of AccountabilityComply with system monitoring and evaluation requirements Report system problems to EBEIS Help Desk within 24 hours at the time problem was encountered
Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINES
The Division Planning Office shall have the following responsibilities in relation to EBEIS operations
ensure that reporting requirements particularly schedules set by OPS are satisfactorily metensure the relevance and accuracy of the following data in the system:
• Division profile• School profile as defined in the Accountability Matrix• Division statistics and performance indicators
validate data submitted by schools using procedures and tools including those built into the system
Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINES
A Division User Support Sub-group consisting at the least of the Division Planning Officer and a secondary focal person (e.g. ICT Coordinator, Statistician) to provide support to system users and other information clients in the use of the EBEIS. This group will form the Division Help Desk and provide first level technical assistance to school usersAn EBEIS Administrator shall be designated from the Division User Support Subgroup to manage user account of schools and other division users
Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINES
The Regional Planning Office (RPO) shall have the following responsibilities in relation to EBEIS operations:
ensure that reporting requirements at the regional level, particularly schedules set by OPS are satisfactorily metensure the relevance and accuracy of the following data in the EBEIS
• regional profile • school profile as defined in the Accountability Matrix• regional performance indicators and statistics
quality assure EBEIS data and processes (region, div, schs)
Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINESAn EBEIS Administrator shall be designated from the Regional User Support Subgroup to manage user account of regional users and division administrators.
Basic EducationBasic Education School ManagementSchool ManagementInformation System
EBEISGENERAL WORKFLOW PROCESS
Basic EducationBasic Education School ManagementSchool ManagementInformation System
2. Prepare End of SY
GESP/GSSP
1a. Create Profile for Newly
Established Schools
1b. Update school profile
(integrated, annexes)
3. Encode End of SY
GESP/GSSP
1c. Update school profile (school
head, programs, operational stat)
1d. Prepare parameters for End
of SY Reporting
EBEIS
7. Generate End of SY Regional Perf.
Indicators and Reports
6.Generate End of SY Division Perf.
Indicators and Reports
8. Generate End of SY National Perf. Indicators and
Reports
5. Generate End of SY Perf
Indicators
4. Validate End of SY data
submissions
Basic EducationBasic Education School ManagementSchool ManagementInformation System
9. Prepare Beginning of SY
GESP/GSSP
10. Encode Beginning of SY
GESP/GSSP
8. Prepare parameters for
Beginning of SY Reporting
EBEIS14. Generate Beginning
of SY Regional Perf. Indicators and Reports
13. Generate Beginning of SY Division Perf.
Indicators and Reports
15. Generate Beginning of SY
National Perf. Indicators and Reports
12. Generate Beginning of SY Perf
Indicators
11. Validate Beginning of SY
data submissions
Basic EducationBasic Education School ManagementSchool ManagementInformation System
Functional DesignSubmit school
Statistics
GESP/GSSP/PSP
BEIS
Validate Submissions
Call for Submission of School Dats
Data complete & valid?
School Head or EMIS Coordinator Division (Planning Unit)
YesNo
Enter GESP/GSSP/
PSP
1
1a2
School & Division agrees on data
corrections
DPO informs schools of findings on data submitted
Generate school level performance
indicators
Generate division performance
indicators & reports
DPO tags school data as “Validated”
A
B
Re-Validate Submissions
100% Schs validated?
3a
3b4b
4a
5a
B
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Basic EducationBasic Education School ManagementSchool ManagementInformation System
Functional DesignEBEIS
OPSRegion Planning Unit
RPO monitors completeness and quality of division
data
Data Ok?
Generate regional performance indicators,
and reports ; Analyze data
Yes
BGenerate national
performance indicators and reports; Analyze
data
No
Inform division of data issues
1
3
100% Divisions
Validated?
100% Divisions
Validated?
Yes
Alert regions of status
No
Alert divisions of status
2b 2a
No
43a
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Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINESA Regional User Support Sub-group consisting at the least of the Regional Planning Officer and a secondary focal person (e.g. ICT Coordinator, Statistician) to provide support to system users and other information clients in the use of the EBEIS in the region. The Regional Sub-Group will provide technical assistance to division users and other regional clients in the use and application of the EBEIS
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Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINES
The OPS-RSD shall be responsible for defining the parameters for reporting school statistics (GESP, GSSP, PSP). This triggers the availability of the online report facility for schools to start submitting their data.The region and division planning offices shall be informed of the official reporting schedule through a DepEd Order. This order to submit data shall be communicated to the field.
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Basic EducationBasic Education School ManagementSchool ManagementInformation System
OPERATIONAL GUIDELINES
In the event that data submitted by the school is deemed “questionable”, the DPO resolves this data integrity issue with the School Head
Upon resolving data integrity issue, the DPO requests SH to correct data online. DPO may undertake the correction and this is logged into the system as a division-initiated changeSchool Head affirms revision by signing the printed and corrected GESP/GSSP.
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