DepEd MIS FrameworkThe 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 FrameworkIn 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.

DepEd MIS FrameworkWhen 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.

DepEd MIS FrameworkThe 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.

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.

Historical Development of BEIS

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.

Historical Development of BEIS

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.

Historical Development of BEIS

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

Historical Development of BEIS

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.

Historical Development of BEIS

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 InstrumentsCentral OfficeDivisional OfficeRegional 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 Offices180 Divisional Offices, SY 2002-20032,273 District Offices36,234 Government Elem. Schools4,422 Government Sec. Schools4,529 Private Elem. Schools3,261 Private Sec. Schools

Data collection, processing and submission activities

Data collection, processing and submission activities

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)DivisionCentralRegionCentralRegionDivisionDivision

Data collection, processing and submission activities

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 MonthsCentralRegionCentralRegionDivision

This years 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

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 provisionThese 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. 2002Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

Teacher Deployment Analysis (Rainbow Spectrum)

Pupil : Teacher RatioColor CodeRemarksLess than 25BlueExcessive Surplus Teacher Provision25.00 29.99Sky BlueSurplus Teacher Provision30.00 34.99GreenGenerous Teacher Provision35.00 39.99YellowNational Mean Ratio40.00 44.99GoldManageable Ratio45.00 49.99OrangeModerate Teacher ShortageMore than 50.00RedSevere Teacher ShortageNo Teacher AvailableBlackNo Nationally-Funded Teacher

Instructional Room Analysis (Rainbow Spectrum)Republic 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.

Pupil:Room RatioColor CodeRemarks

Less than 46BlueMeet Republic Act 7880 with one shift46.00 50.99YellowFails to meet RA 7880 with one shift51.00 55.99GoldDoes not meet RA 7880 even with double shiftingMore than 56RedDoes not meet RA 7880, schools with severe shortage of classroomsNo Classroom AvailableBlackNo existing instructional rooms

Output in BEIS Quick Counts Module

School Furniture Analysis (Rainbow Spectrum)

Pupil:Seat RatioColor CodeRemarks

Less than 0.49BlueTwo-seats per pupil even in one-shift schools0.50 0.69Sky BlueSurplus seat provision0.70 0.89GreenGenerous seat provision0.90 1.00YellowAdequate in one-shift schools1.01 1.99GoldAdequate in two-shift schools2.00 2.99OrangeMore than 2 pupils per seat; Inadequate in two-shift schoolsMore than 3.00RedMore than 3 pupils per seat; Severe shortage in two-shift schoolsNo Seats AvailableBlackNo 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)DepEd Order No. 77, s. 2003Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

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

The BEIS Performance Indicators (Module 3) Training Workshop

The BEIS Performance Indicators Module

BEIS - MAPS

Elementary SchoolsNational Teacher Deployment, SY 2002-2003Secondary SchoolsNational PTR = 35.75National STR = 40.20

Elementary SchoolsRegional Teacher Deployment, SY 2002-2003National Capital RegionSecondary Schools

Divisional Teacher Deployment, SY 2002-2003Secondary Schools

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 analysisLinking of all secondary schools BEIS data to school maps

Future Plans for BEIS Development

Upgrading of MS-Excel BEIS to MS-SQL BEISIn-house development of the systemRe-training of BEIS development teamUpgrading of IT equipmentInstallation of BEIS in the DepEd WebsiteData UtilizationProvide training for regional and divisional managers and planners in the utilization of BEIS data to support local decision-making.

Future Plans for BEIS Development

AdvocacyConduct orientation on BEIS with stakeholdersEducatorsLegislatorsLocal Government Units (LGUs)Non-Government Organizations (NGOs)General Public