Session 2_EBEIS Overview & General Workflow Process_Region 10

7/28/2019 Session 2_EBEIS Overview & General Workflow Process_Region 10

1/31

Basic EducationSchool Management

Information System

Enhanced Basic Education

Information System (EBEIS)


2/31


Information System

Workshop Objectives

Understand the EBEIS Implementationstrategy and their roles and accountabilities in

the implementation of the system

Understand EBEIS operations at school,division, region and national levels

Plan for system rollout in the region including

migration from the current system to theEBEIS


3/31


Information System

Bases for EBEIS Rollout

Recommendation to implement EBEIS RolloutPlan was signed by Secretary Luistro on May 4,

2011

DepEd Order No. 39, dated May 19, 2011,Constituting the EBEIS Implementation

Management Team (EBEIS IT)

DepEd Memo No. 115 dated May 24, 2011,Conduct of 3-Level Training on EBEIS
http://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_DO%20No.%2039,%20s.%202011.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_DepEd%20Memo%20No.%20115,%20s.%202011.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_DepEd%20Memo%20No.%20115,%20s.%202011.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_DO%20No.%2039,%20s.%202011.pdf


4/31


Information System

Organizational Support

Office of Planning Service Research & StatisticsDivision (OPS-RSD) is the designated system owner

defines the processes and related policies that govern

system operation

manages system rollout and operations (M&E, planning,development and implementation)

Technical Services shall be responsible for system

administration ensuring 24x7 availability and security

of data and application

maintains technology infrastructure (server and network)

Maintains application system in collaboration with RSD


5/31


Information System

Organizational Support

An EBEISImplementation Team composed ofselected personnel from the central office, regions

and divisions

Engage EBEIS implementers Regions 6, 7, 8 capitalizing on

skills acquired from their own regional implementation

Region and Division Planning Officers to spearhead field

level implementation

Implement terms of reference (TOR) through DepEd Order
http://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_EBEIS%20Organizational%20Structure%20June%206,%202011.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_DO%20No.%2039,%20s.%202011.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_DO%20No.%2039,%20s.%202011.pdfhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%201_EBEIS%20Organizational%20Structure%20June%206,%202011.docx


6/31


Information System

TECHNOLOGY INFRASTRUCTURE SUPPORT

Establish a Mirrored System in the Central Office

ICTU and in DepEd Region 7 to ensure fail-safe and

highly available system

MINIMUM

REDUNDANCY

Rollout Plan

Backup

(DSL Line)

Modem w/

E1Leased

Line Connection

www

Regions, Divisions,

Schools,

Other Clients/Users (other

government agencies)

EBEIS at DepEd CO

Modem w/

E1 Leased

Line Connection

Switch

Test & Production

(Application/

Web/DB/Server)Production - Application/

Web/DB/Server

Router/Modem

Switch

DNS Other Services

DepED CEBU RO

Switch

Production

(Application/

Web/DB/Server)Production - Application/

Web/DB/Server

DepEd CO (ICTU)

Local loop

Backup

(DSL Line)


7/31


Information System

EBEIS

SYSTEM OVERVIEW &GUIDELINES FOR OPERATION


8/31


Information System

System Objectives

A web-based management information system thataims 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 stakeholders

support information requirements for planning, quality

assurance, monitoring & evaluation and other decision-

making activities

provide a venue for sharing, using and reusing knowledgewithin DepED through increasing access to information


9/31


Information System

EBEIS Support To BESRA

BESRA KEY REFORM THRUSTS RELEVANT BESRA POLICY AGENDA

KRT 1. CONTINUOUS SCHOOL

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 DepEDhierarchy, including use of School

Profiles, School Report Cards and similar

modes of reporting measurements of

school-wide educational outcomes(participation, completion and

achievement).


10/31


Information System

EBEIS Support To BESRA

BESRA KEY REFORM THRUSTS RELEVANT BESRA POLICY AGENDA

KRT 3. SOCIALSUPPORTTO

LEARNING

Supports information

requirements for planning,

QA and M&E at all levels

Finally, the QA framework shall include a

system of nationally standardized student

assessments, outcomes measurement

and reporting of basic school statisticsthat together will provide the basic data

about directions, levels and trends of

progress in the ongoing educational

reforms.


11/31


12/31


Information System

SCHOOL LEVEL MODULE Online submission of annual

education statistics;

Access to information & report

facilities

School Profile

School Report Card (5-year report on

performance indicators)

Other subsector M&E data

Automatic generation of school

level performance indicators Access to online SBM assessment

tool and historical record of SBM

practice & assessment results

BENEFITSIncrease access to information to

support planning, QA/M&E and

other decision-making activities

Promotes school-level

accountability and transparency

Ease in reporting school

performance

Functions, Features & Benefits


13/31


Information System

DIVISION LEVEL MODULE Built-in validation facilities to

ensure accuracy of school statistics

Report facilities with aggregation

by district, municipality and

division Consolidated school statistics (current

& historical)

Consolidated SBM assessment results

(current & historical)

Achievement test results

Division Report Card Performance (6-

year report on performance indicators)

Masterlist of schools (govt & private)

BENEFITSEasy access to information

enhances the, planning, QA and

M&E and the provision of

technical assistance to schools

Enables timely generation ofaccurate data/information

Ease in data management and

reporting allows education

managers and supervisors more

time to focus on data analysis



14/31


Information System

REGION LEVEL MODULE Report facilities with aggregation

by division, geographic location

and political subdivisions

Consolidated school statistics (current

& historical) Consolidated SBM assessment results

(current & historical)

Achievement test results

Region Report Card (6-year report on

performance indicators)

Masterlist of schools (govt & private)

Automatic generation of regional

performance indicators

BENEFITSEasy access to information

enhances the, planning, QA and

M&E and the provision of

technical assistance to divisions

Enables timely generation of

accurate data/information

Ease in data management and

reporting allows education

managers and supervisors more

time to focus on data analysis



15/31


Information System

System Components

Basic Education

Information System

(BEIS)

BEIS.01

Maintain School

Profile

BEIS.02

Formal BasicEducation

Information

BEIS.03

ALS Information

BEIS.04ECE Information

BEIS.05

SBM Assessment

& Reporting

BEIS.06

Monitor LearningOutcomes

BEIS.07

Basic Education

Reporting


16/31


Information System

EBEIS

GENERAL GUIDELINESFOR OPERATION


17/31


Information System

OPERATIONAL GUIDELINES

The OPS-RSD shall be responsible for defining theparameters 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 becommunicated to the field.


18/31


Information System

Guidelines for Operation

The School Head shall be responsible for ensuringthe 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 in accordance with the provisions of the

Order.

The School Head shall designate a School EBEISCoordinator as a secondary focal person responsible

for operating the EBEIS.


19/31


Information System

School Level Module

The School EBEIS Coordinators shall have thefollowing tasks and responsibilities:

Encode required data in the EBEIS in accordance with

reporting requirements defined by the OPS

Ensure the completeness and accuracy of school data inthe system accdg to Matrix of Accountability

Comply with system monitoring and evaluation

requirements

Report system problems to EBEIS Help Desk within 24hours at the time problem was encountered
http://localhost/var/www/apps/conversion/tmp/scratch_6/Session%202_Matrix%20of%20Accountability.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_6/Session%202_Matrix%20of%20Accountability.docx


20/31


Information System


The Division Planning Office shall have the followingresponsibilities in relation to EBEIS operations

ensure that reporting requirements particularly schedules

set by OPS are satisfactorily met

ensure the relevance and accuracy of the following data in

the system:

Division profile

School profile

Division statistics and performance indicators

validate data submitted by schools using procedures and

tools including those built into the system


21/31


Information System


In the event that data submitted by the school isdeemed 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 change

School Head affirms revision by signing the printed and

corrected GESP/GSSP.


22/31


Information System


A Division User Support Sub-group consisting at theleast 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 users

An EBEIS Administrator shall be designated from theDivision User Support Subgroup to manage user

account of schools and other division users


23/31

Basic EducationSchool ManagementInformation System


The Regional Planning Office (RPO) shall have thefollowing responsibilities in relation to EBEIS

operations:

ensure that reporting requirements at the regional level,

particularly schedules set by OPS are satisfactorily met

ensure the relevance and accuracy of the following data in

the EBEIS

regional profile

school profile according to Accountability Matrix

regional performance indicators and statistics

quality assure EBEIS data and processes (region, div, schs)


24/31



A Regional User Support Sub-group consisting at theleast 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 theregion.

The Regional Sub-Group will provide technical

assistance to division users and other regional clients

in the use and application of the EBEIS


25/31



An EBEIS Administrator shall be designated from theRegional User Support Subgroup to manage user

account of regional users and division administrators.


26/31


EBEIS

GENERAL WORKFLOW PROCESS

April May June


27/31


April

Division

Region

School

Ce

ntralOffice

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

May June

4. Validate End of

SY datasubmissions

June July August September October - November


28/31


June July

Division

Region

School

August September October - November

Ce

ntralOffice

9. Prepare

Beginning of SY

GESP/GSSP

10. Encode

Beginning of SY

GESP/GSSP

8.Prepare

parameters for

Beginning of SY

Reporting

EBEIS

14. Generate Beginning

of SY Regional Perf.

Indicators and Reports

13. Generate Beginning

of SY Division Perf.


15. Generate

Beginning of SY

National Perf.


12. Generate

Beginning of SY Perf

Indicators

11. Validate

Beginning of SY

data submissions

School Head or EMIS Coordinator Division (Planning Unit)


29/31


Functional DesignSubmit school

Statistics

GESP/GSSP/

PSP

BEIS

Validate

Submissions

Call for

Submission of

School Dats

Datacomplete

& valid?

School Head or EMIS Coordinator Division (Planning Unit)

YesNo

Enter

GESP/GSSP/

PSP

1

1a

2

School & Divisionagrees on data

corrections

DPO informsschools 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

OPSRegion Planning Unit


30/31


Functional DesignEBEIS

OPSRegion Planning Unit

RPO monitors

completeness and

quality of division

data

Data

Ok?

Generate regional

performance indicators,and reports ; Analyze

data

Yes

B

Generate national

performance indicatorsand 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


31/31

Basic EducationInformation System

NEXT SESSION : SCHOOL LEVEL MODULE

THANK YOU.

Session 2_EBEIS Overview & General Workflow Process_Region 10

Documents

Transcript of Session 2_EBEIS Overview & General Workflow Process_Region 10