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