EBEIS Overview & General Workflow Process

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


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


EBEIS

SYSTEM OVERVIEW &GUIDELINES FOR OPERATION


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


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).


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


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


EBEIS is envisaged as theEBEIS is envisaged as the integrating mechanism integrating mechanism for all for all other information systems other information systems


Ways of Accessing the System

WebWeb

SCHOOL w/ no PC & internet

SCHOOLw/ internet& PC

Region

CentralOthers

Internet Cafe

EBEIS

Division


EBEISGENERAL GUIDELINES FOR OPERATION


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.


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


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



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



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)


OPERATIONAL GUIDELINESAn EBEIS Administrator shall be designated from the Regional User Support Subgroup to manage user account of regional users and division administrators.


EBEISGENERAL WORKFLOW PROCESS


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.


8. Generate End of SY National Perf. Indicators and

Reports

5. Generate End of SY Perf

Indicators

4. Validate End of SY data

submissions


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.


15. Generate Beginning of SY

National Perf. Indicators and Reports

12. Generate Beginning of SY Perf

Indicators

11. Validate Beginning of SY

data submissions


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

Next


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

Next


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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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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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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EBEIS Overview & General Workflow Process

Documents

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