session 2_ebeis overview & general workflow process_region 10
TRANSCRIPT
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7/28/2019 Session 2_EBEIS Overview & General Workflow Process_Region 10
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Basic EducationSchool Management
Information System
Enhanced Basic Education
Information System (EBEIS)
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Basic EducationSchool Management
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
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Basic EducationSchool Management
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
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Basic EducationSchool Management
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
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Basic EducationSchool Management
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
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Basic EducationSchool Management
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)
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Basic EducationSchool Management
Information System
EBEIS
SYSTEM OVERVIEW &GUIDELINES FOR OPERATION
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Basic EducationSchool Management
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
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Basic EducationSchool Management
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).
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Basic EducationSchool Management
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.
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Basic EducationSchool Management
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
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Basic EducationSchool Management
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
Functions, Features & Benefits
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Basic EducationSchool Management
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
Functions, Features & Benefits
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Basic EducationSchool Management
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
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Basic EducationSchool Management
Information System
EBEIS
GENERAL GUIDELINESFOR OPERATION
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Basic EducationSchool Management
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.
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Basic EducationSchool Management
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.
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Basic EducationSchool Management
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
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Basic EducationSchool Management
Information System
OPERATIONAL GUIDELINES
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
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Basic EducationSchool Management
Information System
OPERATIONAL GUIDELINES
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.
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Basic EducationSchool Management
Information System
OPERATIONAL GUIDELINES
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
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Basic EducationSchool ManagementInformation System
OPERATIONAL GUIDELINES
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)
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Basic EducationSchool ManagementInformation System
OPERATIONAL GUIDELINES
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
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Basic EducationSchool ManagementInformation System
OPERATIONAL GUIDELINES
An EBEIS Administrator shall be designated from theRegional User Support Subgroup to manage user
account of regional users and division administrators.
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Basic EducationSchool ManagementInformation System
EBEIS
GENERAL WORKFLOW PROCESS
April May June
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Basic EducationSchool ManagementInformation System
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
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Basic EducationSchool ManagementInformation System
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.
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
School Head or EMIS Coordinator Division (Planning Unit)
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Basic EducationSchool ManagementInformation System
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
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Basic EducationSchool 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
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
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Basic EducationInformation System
NEXT SESSION : SCHOOL LEVEL MODULE
THANK YOU.