Enhanced Basic Education Information System (EBEIS)

Basic Education

Information System School Management

Workshop Objectives
Understand the EBEIS Implementation strategy 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 the EBEIS
Basic Education

Information System School Management

Bases for EBEIS Rollout

Recommendation to implement EBEIS Rollout Plan 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
Basic Education

Information System School Management

Organizational Support
Office of Planning Service Research & Statistics Division (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
Basic Education

Information System School Management

Organizational Support
An EBEIS Implementation Team composed of selected 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

Basic Education

Information System School Management

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
EBEIS at DepEd CO
Local loop

MINIMUM REDUNDANCY

Switch Backup (DSL Line) Modem w/ E1 Leased Line Connection Test & Production (Application/ Production - Application/ Web/DB/Server) Web/DB/Server

DepED CEBU RO

Switch Backup (DSL Line) Modem w/ E1Leased Line Connection Production (Application/ Web/DB/Server) Production - Application/ Web/DB/Server

www

DepEd CO (ICTU)

Switch

Regions, Divisions, Schools, Other Clients/Users (other government agencies)

Router/Modem

DNS

Other Services

Basic Education

Information System School Management

Rollout Plan

SYSTEM OVERVIEW & GUIDELINES FOR OPERATION

EBEIS

Basic Education

Information System School Management

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 stakeholders support information requirements for planning, quality assurance, monitoring & evaluation and other decisionmaking activities provide a venue for sharing, using and reusing knowledge within DepED through increasing access to information

Basic Education

Information System School Management

EBEIS Support To BESRA

BESRA KEY REFORM THRUSTS 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 RELEVANT BESRA POLICY AGENDA Provide schools with means to adopt mechanisms and practices for schoollevel 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).

Basic Education

Information System School Management

EBEIS Support To BESRA

BESRA KEY REFORM THRUSTS KRT 3. SOCIAL SUPPORT TO
LEARNING

RELEVANT BESRA POLICY AGENDA Finally, the QA framework shall include a system of nationally standardized student assessments, outcomes measurement and reporting of basic school statistics that together will provide the basic data about directions, levels and trends of progress in the ongoing educational reforms.

Supports information requirements for planning, QA and M&E at all levels

Basic Education

Information System School Management

EBEIS Support To BESRA

BESRA KEY REFORM THRUSTS RELEVANT BESRA POLICY AGENDA

KRT 5: DEPEDS INSTITUTIONAL CULTURE CHANGE 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

Basic Education

Information System School Management

Functions, Features & Benefits

SCHOOL LEVEL MODULE

BENEFITS
Increase 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

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
Basic Education

Information System School Management

Functions, Features & Benefits

DIVISION LEVEL MODULE

BENEFITS
Easy access to information enhances the, planning, QA and M&E and the provision of technical assistance to schools 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

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 (6year report on performance indicators) Masterlist of schools (govt & private)

Basic Education

Information System School Management

Functions, Features & Benefits

REGION LEVEL MODULE

BENEFITS
Easy 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

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

Basic Education

Information System School Management

System Components
Basic Education Information System (BEIS)

BEIS.01 Maintain School Profile

BEIS.02 Formal Basic Education Information

BEIS.03 ALS Information

BEIS.05 SBM Assessment & Reporting

BEIS.07 Basic Education Reporting

BEIS.04 ECE Information

BEIS.06 Monitor Learning Outcomes

Basic Education

Information System School Management

GENERAL GUIDELINES FOR OPERATION EBEIS

Basic Education

Information System School Management

OPERATIONAL GUIDELINES
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.

Basic Education

Information System School Management

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 in accordance with the provisions of the Order. The School Head shall designate a School EBEIS Coordinator as a secondary focal person responsible for operating the EBEIS.
Basic Education

Information System School Management

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 OPS Ensure the completeness and accuracy of school data in the system accdg to Matrix of Accountability Comply with system monitoring and evaluation requirements Report system problems to EBEIS Help Desk within 24 hours at the time problem was encountered

Basic Education

Information System School Management

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 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
Basic Education

Information System School Management

OPERATIONAL GUIDELINES
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 change School Head affirms revision by signing the printed and corrected GESP/GSSP.

Basic Education

Information System School Management

OPERATIONAL GUIDELINES
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 users An EBEIS Administrator shall be designated from the Division User Support Subgroup to manage user account of schools and other division users
Basic Education

Information System School Management

OPERATIONAL GUIDELINES
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 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)
Basic Education

Information System School Management

OPERATIONAL GUIDELINES
A 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

Basic Education

Information System School Management

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

Basic Education

Information System School Management

GENERAL WORKFLOW PROCESS

EBEIS

Basic Education

Information System School Management

April
Central Office 1d. Prepare parameters for End of SY Reporting

May

June
8. Generate End of SY National Perf. Indicators and Reports 7. Generate End of SY Regional Perf. Indicators and Reports

1a. Create Profile for Newly Established Schools

1b. Update school profile (integrated, annexes)

Region

EBEIS
6.Generate End of SY Division Perf. Indicators and Reports

1c. Update school profile (school head, programs, operational stat)

Division

4. Validate End of SY data submissions

2. Prepare End of SY GESP/GSSP

3. Encode End of SY GESP/GSSP Basic Education

5. Generate End of SY Perf Indicators

School

Information System School Management

June July
Central Office

August September

October - November
15. Generate Beginning of SY National Perf. Indicators and Reports

8. Prepare parameters for Beginning of SY Reporting

Region

EBEIS

14. Generate Beginning of SY Regional Perf. Indicators and Reports

Division

11. Validate Beginning of SY data submissions

13. Generate Beginning of SY Division Perf. Indicators and Reports

9. Prepare Beginning of SY GESP/GSSP

10. Encode Beginning of SY GESP/GSSP

Basic Education

12. Generate Beginning of SY Perf Indicators

School

Information System School Management

School Head or EMIS Coordinator

Division (Planning Unit)

1
Call for Submission of School Dats

Submit school Statistics

Functional Design
BEIS
1a
Enter GESP/GSSP/ PSP

GESP/GSSP/ PSP

2
Validate Submissions Re-Validate Submissions

4b

School & Division agrees on data corrections

3b

DPO informs schools of findings on data submitted

No

Data complete & valid?

Yes

4a Generate school
level performance indicators

3a
DPO tags school data as Validated

5a

Generate division performance indicators & reports

100% Schs validated?

Next

Basic Education

Information System School Management

Region Planning Unit

OPS

Functional Design
1
RPO monitors completeness and quality of division data

EBEIS

3a
Alert divisions of status

4
Alert regions of status

No No Data Ok? Yes 100% Divisions Validated? 100% Divisions Validated? Yes

No

2b

2a
Inform division of data issues Generate regional performance indicators, and reports ; Analyze data

3
Generate national performance indicators and reports; Analyze data

Next

Basic Education

Information System School Management

THANK YOU. NEXT SESSION : SCHOOL LEVEL MODULE

Basic Education

Information System School Management