Prepared by

ABRAM Y.C. ABANIL

Regional Planning Unit
Region X – Northern Mindanao
Department of Education

Cagayan de Oro City, Philippines

August 23, 2009
 TABLE OF CONTENTS

1. INTRODUCTION.....................................................................................................................................4
1.1. THE BASIC EDUCATION INFORMATION SYSTEM - SCHOOL STATISTICS MODULE................................4
1.2. THE USER’S HANDBOOK.......................................................................................................................4
2. ACCESSING THE BEIS-SSM................................................................................................................4
2.1. WEBSITE................................................................................................................................................4
2.2. LOGIN PAGE..........................................................................................................................................4
2.3. MAIN PAGE...........................................................................................................................................5
3. ENTERING DATA IN THE BEIS-SSM...............................................................................................5
3.1. EDIT PASSWORD....................................................................................................................................5
3.2. EDIT CONTACT INFORMATION..............................................................................................................5
3.3. EDIT SCHOOL INFORMATION.................................................................................................................6
3.4. OPENING AND CLOSING OF SCHOOLS...................................................................................................6
3.5. ENTERING INTEGRATED SCHOOLS.........................................................................................................7
3.6. ENTERING FORM 3 DATA......................................................................................................................7
3.7. ENTERING SCHOOL HEAD DATA.........................................................................................................11
3.8. ENTERING PUPIL DATA.......................................................................................................................11
3.9. ENTERING AGE PROFILE DATA...........................................................................................................12
3.10. ENTERING SHIFTING DATA..................................................................................................................12
3.11. ENTERING PROMOTEE DATA...............................................................................................................13
3.12. ENTERING DROPOUT DATA.................................................................................................................13
3.13. ENTERING CLASSROOM DATA............................................................................................................13
3.14. ENTERING UTILITIES DATA.................................................................................................................14
3.15. ENTERING FURNITURE DATA..............................................................................................................14
3.16. ENTERING TOILET DATA.....................................................................................................................14
3.17. ENTERING LOCALLY FUNDED TEACHER DATA...................................................................................14
3.18. ENTERING NON-TEACHING PERSONNEL DATA...................................................................................15
3.19. ENTERING TEACHING PERSONNEL DATA............................................................................................15
3.20. ENTERING TEACHER ASSIGNMENT DATA...........................................................................................15
3.21. ENTERING ENROLMENT BY PROGRAM................................................................................................16
3.22. ENTERING TEACHING LOAD AND SPECIALIZATION DATA..................................................................16
3.23. ENTERING ICT FACILITIES DATA........................................................................................................17
3.24. FINALIZE DATA...................................................................................................................................18
4. GENERATING REPORTS...................................................................................................................18
4.1. ACCESSING THE STATISTICAL REPORT SCREEN..................................................................................18
4.2. GENERATING REGIONAL REPORTS......................................................................................................19
4.3. GENERATING DIVISION REPORTS........................................................................................................19
4.4. GENERATING SCHOOL DISTRICT REPORTS..........................................................................................20
4.5. GENERATING LEGISLATIVE DISTRICT REPORTS..................................................................................20
4.6. GENERATING PROVINCE REPORTS......................................................................................................20
4.7. GENERATING MUNICIPAL REPORTS....................................................................................................21
4.8. GENERATING SCHOOL REPORTS..........................................................................................................21
5. TYPES OF REPORTS............................................................................................................................22
5.1. FORM 3 DATA......................................................................................................................................22
5.2. ENROLMENT DATA..............................................................................................................................22
5.3. PUPIL DATA.........................................................................................................................................23
5.4. PERSONNEL DATA...............................................................................................................................23
5.5. FACILITIES DATA.................................................................................................................................24

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 5.6. MONITORING REPORTS........................................................................................................................25
5.7. DEPLOYMENT REPORTS.......................................................................................................................25
5.8. SPED DATA........................................................................................................................................27
5.9. MISCELLANEOUS DATA.......................................................................................................................27
6. COMPLYING WITH BEIS DEADLINES..........................................................................................28
6.1. BEIS QUICK COUNTS..........................................................................................................................28
6.2. BEIS PERFORMANCE INDICATORS......................................................................................................28
6.3. BEIS School Statistics......................................................................................................................28

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1. INTRODUCTION

1.1. The Basic Education Information System - School Statistics Module

1.1.1. The Basic Education Information System - School Statistics Module (BEIS-SSM) is
used to edit school information, open or close schools at the start of the school year,
and enter school level data on the following records: monthly report on enrolment
(form 3), school head, pupil data, age profile, shifting data, promotees, dropouts,
rooms, utilities, furniture, toilets, local teachers, non-teaching personnel, teaching
personnel, teacher assignment, SPED data, and ICT facilities.

1.2. The User’s Handbook

1.1.2. The user’s handbook is meant to serve as a step-by-step guide on how to operate
the software application for the BEIS-SSM. It illustrates the commands needed to edit
school information, open and close schools and enter school level data on enrolment,
teachers and facilities.

2. ACCESSING THE BEIS-SSM

1.2. Website
1.2.1. The BEIS-SSM can be accessed at http://beis.depedonline.net/schstat/.
1.2.2. The BEIS-SSM is optimized for the Firefox browser. The system runs significantly
faster in Firefox compared to Internet Explorer. Firefox can be downloaded at
http://www.firefox.com.

1.3. Login Page

1.3.1. The login page appears when the user accesses the BEIS-SSM website. Enter your
username and password to access the functions of the BEIS-SSM Module. New users
have to contact the BEIS system administrator, Mr. Abram Y.C. Abanil, at
abanil@gmail.com, 088-8563932, 0920-9526108, or 0921-9785500 to request for a
username and password. If the BEIS website cannot be displayed please contact the
administrator immediately so the problem can be resolved.

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1.4. Main Page
1.4.1. Entering the correct username and password will bring the user to the BEIS-SSM
Main Page. The functions which a user can access through the Main Page will differ
depending on the level of authority assigned to the user. There are currently 6 types
of user levels: administrator, region, division, school district, elementary school and
secondary school.

1.4.2. Users with administrator privileges can edit data for all schools in the country.
Users with region, division, school district, elementary school and secondary school
privileges can edit schools only for their respective areas. However, all types of users
can view and generate reports for any school in the country.

3. ENTERING DATA IN THE BEIS-SSM

1.5. Edit Password

1.5.1. The <Edit Password> link will bring the
you to the Edit Password Screen where the
password can be changed. Simply enter your
original password in the <Enter Password>
box, then enter your new password in the
<New Password> and <Retype Password> box,
then click the <Edit> button to save the
changes. It is important to change your password from the default password given
by the administrator to ensure that unauthorized users will not be able to modify the
data in your respective jurisdiction.

1.6. Edit Contact Information

1.6.1. The <Edit Contact Info> link will bring the
you to the Edit Contact Information Screen
where you can enter your contact information.
Simply enter your contact details then click the
<Edit> button to save the data. It is important to
enter your contact information since future
announcements regarding the BEIS will be coursed through the information you
have provided in this module.

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1.7. Edit School Information
1.7.1. The <Edit School> link allows you to edit
basic information on the school. Clicking on the
link will bring you to the Select School Screen.
Simply fill in the required information to access
the school you want to edit and click on the
<Next> button.
1.7.2. Clicking on the Next button will bring you to the Edit School Screen. Enter the
data required and click on the <Edit> button to save the data. If the school is an
annex, select the Annex School option in the <School Type> dropdown. You will also
need to enter the Mother School ID of the annex school. The correctness of mother
and annex schools can be reviewed through the <List of Mother Schools and
Annexes> discussed in Sections 4 and 5. This report should be reviewed after editing
the schools.

1.7.3. Redistricting of schools can also be done through the Edit School Screen by
changing the school district of the school. Moving a school to another division or
region can only be done by the administrator or regional office.
1.7.4. To protect the integrity of the School IDs, adding of schools can be done only by
the administrator. New schools can be added by sending an email to the
administrator. The email should contain all the information found in the Edit School
Screen. After the administrator adds the school, the division has to review the details
of the new school through the <Edit School> link.

1.8. Opening and Closing of Schools

1.8.1. The <Open/Close School> link allows you to
open or close a school for a particular school year.
Opening a school is required before school
statistics can be encoded for that school. Simply
enter the appropriate school year and level. A list
of schools will then appear at the lower section of
the screen. Put a check mark in schools which are
open for that school year then click on the
<Submit> button found at the lower part of the
page (not shown). Schools which have not been
checked are treated as closed. Clicking on the
<Select All> checkbox will check or uncheck all the
schools. You may then remove the check mark for
schools which are closed for that particular school year.

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1.9. Entering Integrated Schools
1.9.1. The <Integrated School> link allows you to
identify the integrated schools in a particular
division. Clicking on the link will bring you to the
Select Division Screen. Simply select the
appropriate division and click on the <Next>
button.
1.9.2. Clicking on the <Next> button will bring you
to the Enter Integrated School Screen. Simply enter
the school ID of the integrated school at the
elementary and secondary levels. Once you submit
the data, the table at the bottom of the screen will
show the integrated schools for the division.
1.9.3. When a school stops offering both elementary
and secondary levels, simply click on the <D> link
to access the Delete Integrated School Screen.

1.10. Entering Form 3 Data

1.10.1. The <Form 3 > link allows you to enter data for
the Monthly Report of Enrolment and Attendance
of Pupils/Students (Form 3). Clicking on the link
will bring you to the Select School Screen. Simply
enter details for the month, level, school district
and school then click on the <Next> button. If no
school appears in the <School Name> dropdown it
is because you have not opened any school for that
school year. Refer to the previous section for
instructions on how to open schools.
1.10.2. Clicking on the Next button will bring you to the Enter Form 3 Data Screen. Enter
the data required and click on the <Add> button to save the data. The name of the
section is required. If the school did not provide the name of the section, the Division
can assign a number for the section. It is important that the name of the section be
consistent across the different months.

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1.10.3. Clicking the <Add> button will update the database and display the data for that
section in the table found at the buttom of the screen.

1.10.4. To specify that a particular class is multigrade, check the appropriate grade levels
in the <Multigrade with> checkboxes. In the example below, data is being entered
for the Grade 2 class of Puti Briones who is teaching a multigrade class for Grades 2
and 3. You will note that both Grades 2 and 3 have been checked in the <Multigrade
with> checkboxes. When you encode the Grade 3 data taught by Puti Briones, you
must also check Grades 2 and 3 in the <Multigrade with> checkboxes to indicate that
this class is combined with the previously entered Grade 2 class.

The screenshot below shows the data entered for Grades 1, 2 and 3. Note that the
column on multigrade for Grade 1-1 is blank indicating that it is a monograde class.
For Grades 2-1 and 3-1, the multigrade column is G23. This means that the two
classes form a multigrade class that is composed of Grades 1 and 2 taught by Puti
Briones. It is very important the the name of the teacher be exactly the same for both

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 grade levels. If there is a slight difference in the spelling then the system will treat the
entries as different teachers.

1.10.5. To encode a SPED class, select the learning disability in the <SPED> dropdown.
If the SPED class is nongraded select the nongraded option in the <Grade Level>
dropdown. The screen shot below shows the options selected to enter a nongraded
class of pupils with Behavioral Problem taught by Gerald Juni.

1.10.6. It is possible for a graded SPED class to be multigrade. Entering data for this type
of class simply involves specifying the learning disability in the <SPED> dropdown
and checking the appropriate grade levels in the <Multigrade with> checkboxes.
1.10.7. To encode a class which is handled by a substitute teacher, enter the name of the
original teacher in the textboxes for First Name, Middle Initial, and Last Name. Then
enter the name of the substitute in the <Remarks> textbox with a note that he/she is
a substitute.
1.10.8. To encode a class which is handled by a locally paid teacher, enter all the
information required but leave the <Position> dropdown blank and enter the source
of funding in the <Remarks> textbox.
1.10.9. To encode a class which is assigned to an item that is now vacant, enter a number
in the <Last Name> textbox and “Vacant” in the <First Name> textbox. If there are
more than one vacant items, the first name should be different for each item to be
counted correctly in the reports
1.10.10. To encode a Subject Teacher, School Head or Support Personnel select the
appropriate option in the <Primary Duty> dropdown.
1.10.11. To encode morning and afternoon preschool classes taught by the same teacher,
treat the two classes as different sections.
1.10.12. The screen shot below shows sample data for the scenarios cited in the previous
sections.

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1.10.13. An elementary teacher teaching at the secondary level of an Integrated School
should be recorded at the elementary level with <Primary Duty> set to “Others” and
<Remarks> stating that the said teacher is teaching at the secondary level. The same
teacher will be recorded in the secondary level with <Position> set to “blank”,
<Primary Duty> set accordingly and <Remarks> stating that the said teacher is
borrowed from the elementary level.

1.10.14. To review the data encoded, generate the <Monthly Report on Enrolment and
Attendance>, <Monthly Report of Personnel> and <Monthly List of Personnel>
discussed in Sections 4 and 5.
1.10.15. If there is a need to add options in the <Position> and <Primary Duty>
dropdowns, send an email to the Administrator so the system can be updated.
1.10.16. To edit the data for a particular record, simply click the <E> link
beside the Grade/Section column. This will bring you to the Enter Form 3
Data Screen where you can revise the data for that Grade Level and
Section. Click on the <Edit> button to save the revisions.

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 1.10.17. To delete a record simply click on the <D> link
beside the Grade/Section column. This will
bring you to the Delete Form 3 Data Screen.
Click on the <Delete> button to remove the
record from the database.

1.10.18. In the Select

School
Screen you will note that there is a <Copy Data>
button found after the School Name. This button
allows the user to copy data from the latest month
with encoded data to the month chosen in the
Select School Screen. In this case, we have already
encoded data for June 2009 so clicking on the
<Copy Data> button will copy the data encoded
for June 2009 into July 2009. This averts the need
to retype the name of the teacher every month. However, you have to edit each of the
records and enter the enrolment, attendance, transferee and dropout data for July
2009.

1.11. Entering School Head Data

1.11.1. The <School Head> link allows you to enter
data for the school head of a school in a particular
school year. Clicking on the link will bring you to
the Select School Screen. Simply enter details for
the level, school district and school then click on
the <Next> button.
1.11.2. Clicking on the
Next button will bring you to the Enter School
Head Data Screen. Enter the data required and
click on the <Submit> button to save the data.
Editing of school head data follows the same
procedure as adding data.

1.12. Entering Pupil Data

1.12.1. The <Pupil Data> link allows you to enter Pupil data of a school based on the
BEIS forms for a particular school year. This includes Repeaters, Balik Aral, Muslim
Enrolment, Alive Enrolment and IP Enrolment. Clicking on the link will bring you to
the Select School Screen which can be used to access the Enter Pupil Data Screen.
Simply enter the required data and click the <Submit> button to update the database.
Editing of pupil data follows the same procedure as adding data.

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1.13. Entering Age Profile Data
1.13.1. The <Age Profile> link allows you to enter the Age Profile data of a school based
on the BEIS forms for a particular school year. Clicking on the link will bring you to
the Select School Screen which can be used to access the Enter Age Profile Screen.
Simply enter the required data and click the <Submit> button to update the database.
The age profile data must tally with the Form 3 enrolment in the official cut-off
month for the BEIS (usually August 31) before it can be saved. Editing of Age Profile
data follows the same procedure as adding data.

1.14. Entering Shifting Data

1.14.1. The <Shifting> link allows you to enter
Shifting data of a school based on the BEIS
forms for a particular school year. Clicking
on the link will bring you to the Select
School Screen which can be used to access
the Enter Shift Screen. Simply enter the
required data and click the <Submit> button
to update the database. Shifting data must
tally with the Form 3 data in the official cut-
off month for the BEIS (usually August 31)
before it can be saved. Editing of Shifting
data follows the same procedure as adding
data.

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1.15. Entering Promotee Data
1.15.1. The <Promotees> link allows you to enter the Promotees of a school based on the
BEIS forms for a particular school year. Clicking on the link will bring you to the
Select School Screen which can be used to access the Enter Promotees Screen. Simply
enter the required data and click the <Submit> button to update the database.
Editing of Promotee data follows the same procedure as adding data.

1.16. Entering Dropout Data

1.16.1. The <Dropouts> link allows you to enter the Dropouts of a school based on the
BEIS forms for a particular school year. Clicking on the link will bring you to the
Select School Screen which can be used to access the Enter Dropouts Screen. Simply
enter the required data and click the <Submit> button to update the database.
Editing of Dropout data follows the same procedure as adding data.

1.17. Entering Classroom Data

1.17.1. The <Rooms> link allows
you to enter classroom data of a
school based on the BEIS forms
for a particular school year.
Clicking on the link will bring
you to the Select School Screen
which can be used to access the
Enter Classroom Data Screen.
Simply enter the required data
and click the <Submit> button
to update the database. Editing
of Classroom data follows the
same procedure as adding data.

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1.18. Entering Utilities Data
1.18.1. The <Utilities> link allows you to enter
Water and Electrical facilities of a school
based on the BEIS forms for a particular
school year. Clicking on the link will bring
you to the Select School Screen which can be
used to access the Enter Water and Electricity
Screen. Simply enter the check the available
water and electrical facilities and click the
<Submit> button to update the database.
Editing of Utilities data follows the same
procedure as adding data.

1.19. Entering Furniture Data

1.19.1. The <Furniture> link allows you to enter Furniture
data of a school based on the BEIS forms for a particular
school year. Clicking on the link will bring you to the
Select School Screen which can be used to access the
Enter Furniture Data Screen. Simply enter the required
data and click the <Submit> button to update the
database. Editing of Furniture data follows the same
procedure as adding data.

1.20. Entering Toilet Data

1.20.1. The <Toilets> link allows you to enter Toilet data of
a school based on the BEIS forms for a particular school
year. Clicking on the link will bring you to the Select
School Screen which can be used to access the Enter
Toilet Data Screen. Simply enter the required data and
click the <Submit> button to update the database.
Editing of Toilet data follows the same procedure as
adding data.

1.21. Entering Locally Funded Teacher Data

1.21.1. The <Local Teachers> link allows you to enter the Locally Funded Teachers of a
school based on the BEIS forms for a particular school year. Clicking on the link will
bring you to the Select School Screen which can be used to access the Enter Locally-
Funded Teachers Screen. Simply enter the required data and click the <Submit>
button to update the database. Editing of Locally Funded Teacher data follows the
same procedure as adding data.

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1.22. Entering Non-teaching Personnel Data
1.22.1. The <Non-teaching Personnel> link allows you to enter Plantilla Items for the
Non-teaching Personnel of a school based on the BEIS forms for a particular school
year. Clicking on the link will bring you to the Select School Screen which can be
used to access the Enter Non-Teaching Personnel Screen. Simply enter the required
data and click the <Submit> button to update the database. Editing of Non-teaching
Personnel data follows the same procedure as adding data.

1.23. Entering Teaching Personnel Data

1.23.1. The <Teaching Personnel> link allows you to enter Plantilla Items for the
Teaching Personnel of a school based on the BEIS forms for a particular school year.
Clicking on the link will bring you to the Select School Screen which can be used to
access the Enter Teaching Personnel Screen. Simply enter the required data and click
the <Submit> button to update the database. Editing of Teaching Personnel data
follows the same procedure as adding data.

1.24. Entering Teacher Assignment Data

1.24.1. The <Teacher Assignment> link allows you to enter Teacher Assignment data of
a school based on the BEIS forms for a particular school year. Clicking on the link
will bring you to the Select School Screen which can be used to access the Enter
Teacher Assignment Screen. Simply enter the required data and click the <Submit>
button to update the database. The Teacher Assignment data should tally with the

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 number of teachers working in the school as entered through the <Teaching
Personnel> link described in the previous section. Editing of Teacher Assignment
data follows the same procedure as adding data.

1.25. Entering Enrolment by Program

1.25.1. The <Enrolment by Program> link allows you to enter enrolment by program
data of a school based on the BEIS forms for a particular school year. Clicking on the
link will bring you to the Select School Screen which can be used to access the Enter
Enrolment by Program Screen. Simply enter the required data and click the
<Submit> button to update the database. Editing of enrolment by program data
follows the same procedure as adding data.

1.26. Entering Teaching Load and Specialization Data

1.26.1. The <Load/Specialization> link allows you to enter Teaching Load and
Specialization data of a school based on the survey forms for a particular school year.
Clicking on the link will bring you to the Select School Screen which can be used to
access the Enter Teaching Load/Specialization Screen. Enter the teaching load of the
teacher and check the subject areas where the teacher has a major then click on the
<Add> button to save the data.

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 1.26.2. Clicking the <Add> button will update the database and display the data for that
section in the table found at the buttom of the screen.

1.26.3. To edit the data for a particular record, simply click the
<E> link beside the Teacher column. This will bring you to
the Enter Teaching Load/Specialization Screen where you
can revise the data for that Teacher. Click on the <Edit>
button to save the revisions.
1.26.4. To delete a record simply click on the <D> link
beside the Teacher column. This will bring you
to the Delete Form 3 Data Screen. Click on the
<Delete> button to remove the record from the
database.

1.27. Entering ICT Facilities Data

1.27.1. The <ICT Facilities> link
allows you to enter ICT data of a
school based on the survey forms
for a particular school year.
Clicking on the link will bring
you to the Select School Screen
which can be used to access the
screens for entering ICT Data.
1.27.2. The <ICT Coordinator> link will bring you to
the Enter ICT Coordinator Screen. Simply enter
the required data and click the <Submit> button
to update the database. Editing the ICT
Coordinator data follows the same procedure as
adding data.
1.27.3. The <Computer Facilities> link will bring you
to the Enter Computer Facilities Screen. Simply enter the required data and click the
<Submit> button to update the database. Click on the <E> link beside the Source
column to edit the data and the <D> link to delete the data.

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 1.27.4. The <Internet Connection> link will bring
you to the Enter Internet Connection Screen.
Simply enter the required data and click the
<Submit> button to update the database.
Editing the Internet Connection data follows
the same procedure as adding data.

1.28. Finalize Data

1.28.1. The <Finalize Data> link
allows you to finalize data for a
particular month. This locks the
data from further editing and
allows the general public (users
without accounts) to generate
reports for that month. It is
advisable to lock data only after
all schools have been encoded.
1.28.2. Clicking on the <Finalize
Data> link will bring you to the
Finalize Data Screen. Simply select the School Year, Month, Region and Division then
check the type of data which you want to lock. Clicking on the <Submit> button
locks the data checked for that month. To unlock data for a particular month, simply
remove the check mark and submit the request.

4. GENERATING REPORTS

1.29. Accessing the Statistical Report Screen

1.29.1. The <Reports> link allows you to generate reports available in the BEIS-SSM.
Clicking on the link will bring you to the Statistical Report Screen. The dropdown
buttons allow you to select which School Year, Month, and Level will be processed
for the report. They also allow you summarize the data by Region, Division, School
District, Province, Municipality or School. The reports can be generated by clicking
on the links below the Select Report section.

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1.30. Generating Regional Reports
1.30.1. Regional Reports can be generated by
setting the <Summarize by> dropdown to
“Region” and the <Show Schools>
dropdown to “No”. The settings below will
generate a Regional report for the whole
country illustrated in the screen shot at the
right. If a Region is selected then the report
will show data only for that Region.

1.31. Generating Division Reports

1.31.1. Division Reports can be generated by
setting the <Summarize by> dropdown
to “Division” and the <Show Schools>
dropdown to “No”. The settings below
will generate a Division report for Region
X illustrated in the screen shot at the
right. If a Division is selected then the
report will show data only for that
Division. If both the Region and Division
are set to “blank” then the system will
generate a report for all divisions in the country.

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1.32. Generating School District Reports
1.32.1. School District Reports can be
generated by setting the <Summarize by>
dropdown to “School District” and the
<Show Schools> dropdown to “No”. The
settings below will generate a School
District report for Oroquieta City
illustrated in the screen shot at the right. If a School District is selected then the
report will show data only for that School District. If the Region, Division and School
District dropdowns are set to “blank” then the system will generate a report for all
school districts in the country.

1.33. Generating Legislative District Reports

1.33.1. Legislative District Reports can be
generated by setting the <Summarize by>
dropdown to “Legislative District” and the
<Show Schools> dropdown to “No”. The settings below will generate a Legislative
District report for Oroquieta City illustrated in the screen shot at the right. If a
Legislative District is selected then the report will show data only for that Legislative
District. If the Region, Division and Legislative District dropdowns are set to “blank”
then the system will generate a report for all Legislative Districts in the country.

1.34. Generating Province Reports

1.34.1. Province Reports can be generated by
setting the <Summarize by> dropdown to
“Province” and the <Show Schools>
dropdown to “No”. The settings below will
generate a Province report for Region X
illustrated in the screen shot at the right. If
a Province is selected then the report will
show data only for that Province. If the

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 Region and Province dropdowns are set to “blank” then the system will generate a
report for all Provinces in the country.

1.35. Generating Municipal Reports

1.35.1. Municipal Reports can be generated by
setting the <Summarize by> dropdown to
“Municipality” and the <Show Schools>
dropdown to “No”. The settings below will
generate a Municipal report for Region X
illustrated in the screen shot at the right. If a
Municipal is selected then the report will
show data only for that Municipal. If the Region and Municipal dropdowns are set to
“blank” then the system will generate a report for all Municipals in the country.

1.36. Generating School Reports

1.36.1. School Reports can be
generated by setting the <Show
Schools> dropdown to “Yes
(Separate Annexes)” or to “Yes
(Combine Annexes)”. The
Separate Annexes option will
display all the schools regardless
of whether they are mother or
annex schools. The Combine
Annex option will only display the mother schools and automatically combine the
data of their respective annexes. The <Summarize by> dropdown is used to limit the
report to a particular area (eg. Region, Division or School District). The settings
below will generate a School report for Oroquieta City District I illustrated in the
screen shot at the right. If a School is selected then the report will show data only for
that School. If the Division and School District dropdowns are set to “blank” then the
system will generate a report for all Schools in the Region.

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5. TYPES OF REPORTS

1.37. Form 3 Data

1.37.1. Monthly Report on Enrolment and Attendance. Generates what is commonly
called the Form 3 which contains enrolment data, attendance, transferees in,
transferees out and dropouts for each section in a school. The report also shows a list
of all the personnel working in the school and the teacher handling the section. It can
only be generated by school.

1.37.2. Monthly Report of Personnel. Generates a summary

of personnel actually working in a particular area by
position title. The report is categorized into teachers,
school administrators, district supervisors,
administrative/ support staff and locally funded
personnel. The report can be used to summarized the
number of personnel in any of the administrative levels
of the Department (Region, Division, School District, School, Congressional District,
Province, or Municipality).
1.37.3. Monthly List of Personnel.
Generates a list of all personnel
actually working in a particular
area. It also displays the position
held by the employee as well as
his/her primary duty.
1.37.4. Monthly Attendance Data.
Generates the monthly attendance pupils/students in a particular area based on data
from the Form 3.

1.38. Enrolment Data

1.38.1. Total Enrolment. Generates total enrolment by gender and grade/year level for a
particular month.
1.38.2. Monograde Enrolment. Generates monograde enrolment by gender and grade
level for a particular month.
1.38.3. Multigrade Enrolment. Generates multigrade enrolment by gender and grade
level for a particular month.
1.38.4. Number of Classes. Generates number of monograde classes by grade/year level
and multigrade classes for a particular month.
1.38.5. Shifting Data. Generates enrolment and number of classes by shift for a
particular school year.

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 1.38.6. Muslim Enrolment. Generates muslim enrolment by gender and grade/year level
for a particular school year.
1.38.7. Alive Enrolment. Generates enrolment in Alive classes by gender and grade/year
level for a particular school year.
1.38.8. Indigenous Enrolment. Generates enrolment of indigenous peoples by gender
and grade/year level for a particular school year.
1.38.9. Enrolment by Program Type. Generates enrolment in secondary schools by type
of program offered, gender and year level for a particular school year.
1.38.10. Enrolment in Integrated Schools. Generates enrolment in integrated schools by
gender and grade/year level for a particular school year.
1.38.11. Age Profile of Pupils/Students. Generates enrolment by gender and age group of
pupils/students for a particular school year.
1.38.12. Pre-School Data. Generates preschool enrolment by gender, preschool classes
and number of schools offering preschool for a particular month.
1.38.13. Age Profile of Preschool Pupils. Generates preschool enrolment by gender and
age group of pupils for a particular school year.

1.39. Pupil Data

1.39.1. Number of Promotees. Generates promotees by gender and grade/year level for a
particular school year.
1.39.2. Number of Repeaters. Generates repeaters by gender and grade/year level for a
particular school year.
1.39.3. Number of Dropouts. Generates dropouts by gender and grade/year level for a
particular school year.
1.39.4. Number of Balik Aral. Generates balik aral by gender and grade/year level for a
particular school year.

1.40. Personnel Data

1.40.1. Nonteaching Plantilla Items. Generates number of plantilla items for non-
teaching professional personnel and non-teaching non-professional personnel for a
particular school year.
1.40.2. Teaching Plantilla Items. Generates number of plantilla items for teaching
professional personnel for a particular school year.
1.40.3. Nonteaching Personnel Actually Working in the School. Generates number of
non-teaching professional personnel and non-teaching non-professional personnel
actually working in the school for a particular school year.
1.40.4. Teaching Personnel Actually Working in the School. Generates number of
teaching professional personnel actually working in the school for a particular school
year.
1.40.5. Vacant Nonteaching Items in the School. Generates number of vacant plantilla
items for non-teaching professional personnel and non-teaching non-professional
personnel for a particular school year.
1.40.6. Vacant Teaching Items in the School. Generates number of vacant plantilla items
for teaching professional personnel for a particular school year.

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 1.40.7. Locally Funded Teachers. Generates number of locally funded teachers by
funding source for a particular school year.
1.40.8. Teacher Assignment. Generates number of teachers by teaching load for a
particular school year.
1.40.9. Teachers Teaching Subjects without Specialization. Generates the number of
teachers with teaching load in subject areas where they do not have any
specializationn/major for a particular school year. The example below shows that
there are 1 English, 2 Filipino, and 1 General Science teachers who are non-majors in
those subject areas in the Division of Oroquieta City (fictitious data). This indicates
how many teachers will need training in a particular subject area.

1.40.10. Teaching Load and Specialization of Teachers. Generates a list of teachers with
their respective teaching loads and specialization/major for a particular school year.
The example below shows that the following teachers are teaching subject areas
where they do not have any specialization: B. Fusch (1 load Filipino), W. Ramoso (3
loads English and 4 Math), and M. Vellarde (2 loads General Science). This means
that the said teachers will need additional training in the subject areas that they are
handling without any specialization.

1.41. Facilities Data

1.41.1. Instructional Rooms. Generates number of rooms used as academic classrooms,
science laboratories, home economics, industrial arts, computer, preschool and SPED
rooms for a particular school year.
1.41.2. Non-Instructional Rooms. Generates number of rooms used as libraries, clinics,
canteen, offices, and other uses for a particular school year.
1.41.3. Pupil Seating. Generates number of desks, sets of tables and chairs, and
armchairs for a particular school year.
1.41.4. Toilets. Generates number of bowls, urinals and the pupil/student bowl ratio for
a particular school year.
1.41.5. Water Facilities. Generates number and percentage of schools without water
facilities as well as the available sources of water for a particular school year.
1.41.6. Electric Facilities. Generates number and percentage of schools without electric
facilities as well as the available sources of electricity for a particular school year.
1.41.7. ICT Facilities. Generates number of computers for academic use, administrative
use, and for repair as well as pupil to computer ratio, schools without LAN, schools
without internet and schools without an internet service provider in the area.

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1.42. Monitoring Reports
1.42.1. Enrolment Monitor. Generates a report that monitors the decrease of enrolment
from one month to a later month taking into account transferees reflected in the
Form 3 (Base Enrolment + Transferees In - Later Enrolment - Transferees Out). The
report identifies areas where a large number of pupils/students are at risk of
dropping out even before the school year ends. This allows focused interventions to
be put in place to prevent these pupils/students from dropping out. The report
adopts a color coding scheme that facilitates analysis of the data.
 Blue 0% and lower (No Enrolment Decrease)
 Yellow 0.01% - 2.00% (Manageable Enrolment Decrease)
 Gold 2.01% - 5.00% (Moderate Enrolment Decrease)
 Orange 5.01% - 10.00% (Considerable Enrolment Decrease)
 Red 10.00% higher (Severe Enrolment Decrease)
The example below (fictitious data) illustrates that from August to January,
enrolment in Agoho ES decreased by 21, Baylao ES decreased by 9, and Binunsaran
PS decreased by 14. Focusing interventions in these areas would substantially
decrease dropouts and consequently contribute to improving participation rate.

1.42.2. Classroom Level Enrolment Monitor. Same as the enrolment monitor except that
enrolment decrease can be monitored at the level of the teacher or section in a school.
This allows interventions to be more focused to the pupils/students who need them.

1.43. Deployment Reports

1.43.1. Teacher Deployment of Plantilla Items. Generates a report that displays the total
enrolment, teacher plantilla items assigned to an area, and the pupil/student to
teacher plantilla ratio. The report identifies areas with excess teachers and areas with
shortages. It adopts a color coding scheme that facilitates analysis of the data.
 Blue Less than 25 (Excessive surplus teacher provision)
 Sky Blue 25.00 - 29.99 (Surplus teacher provision)
 Green 30.00 - 34.99 (Generous teacher provision)
 Yellow 35.00 - 39.99 (National mean ratio)
 Gold 40.00 - 44.99 (Manageable ratio)
 Orange 45.00 - 49.99 (Moderate teacher shortage)

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  Red More than 50.00 (Severe teacher shortage)
 Black No teacher (No nationally funded teachers)
The example at the right (fictitious data)
illustrates that Gala NHS has severe
teacher shortages in terms of plantilla
items, while Labinay NHS and Labo NHS
both have surplus teacher items which
can be redeployed to Gala NHS.
1.43.2. Monthly Deployment of Nationally Paid Teachers Working in School (based on
Form 3). Same as the Teacher Deployment of Plantilla items except that it generates
nationally paid teachers that are actually working in the school. It automatically
excludes teachers handling preschool classes, SPED and ALS from the analysis.
1.43.3. Monthly Deployment of Nationally and Locally Paid Teachers Working in
School (based on Form 3). Same as the Teacher Deployment of Plantilla items except
that it generates nationally and locally paid teachers that are actually working in the
school. It automatically excludes teachers handling preschool classes, SPED and ALS
from the analysis.
1.43.4. Instructional Rooms Analysis. Generates a report that displays the total
enrolment, total instructional rooms, and the pupil/student to room ratio. The report
identifies areas with excess rooms and areas with shortages. It adopts a color coding
scheme that facilitates analysis of the data.
 Blue Less than 46 (Meets RA 7880 with one shift)
 Yellow 46.00 - 50.99 (Fails to meet RA 7880 with one shift)
 Gold 51.00 - 55.99 (Does not meet RA 7880 with double shift)
 Red More than 56.00 (Severe classroom shortage)
 Black No classroom (No existing instructional rooms)
1.43.5. Furniture Analysis. Generates a report that displays the total enrolment, total
seats, and the pupil/student to seats ratio. The report identifies areas with excess
seats and areas with shortages. It adopts a color coding scheme that facilitates
analysis of the data.
 Blue Less than 0.49 (Two-seats per pupil even with one-shift)
 Sky Blue 0.50 - 0.69 (Surplus seat provision)
 Green 0.70 - 0.89 (Generous seat provision)
 Yellow 0.90 - 1.00 (Adequate in one-shift)
 Gold 1.01 - 1.99 (Adequate in two-shift schools)
 Orange 2.00 - 2.99 (More than 2 pupils per seat;
Inadequate in two-shift schools)
 Red More than 3.00 (More than 3 pupils per seat;
Severe shortage in two-shift schools)
 Black No seats (No existing seats)

1.44. SPED Data

1.44.1. Total SPED Enrolment. Generates a report that displays the total SPED
enrolment by grade/year level for a particular month.
1.44.2. SPED Enrolment for Autism. Generates a report that displays the SPED
enrolment for autism by grade/year level for a particular month.

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 1.44.3. SPED Enrolment for Behavioral Problem. Generates a report that displays the
SPED enrolment for behavioral problem by grade/year level for a particular month.
1.44.4. SPED Enrolment for Blindness. Generates a report that displays the SPED
enrolment for blindness by grade/year level for a particular month.
1.44.5. SPED Enrolment for Cerebral Palsy. Generates a report that displays the SPED
enrolment for cerebral palsy by grade/year level for a particular month.
1.44.6. SPED Enrolment for Communication Disorder. Generates a report that displays
the SPED enrolment for communication disorder by grade/year level for a particular
month.
1.44.7. SPED Enrolment for Gifted/Fast Learners. Generates a report that displays the
SPED enrolment for gifted/fast learners by grade/year level for a particular month.
1.44.8. SPED Enrolment for Hearing Impaired. Generates a report that displays the
SPED enrolment for hearing impaired by grade/year level for a particular month.
1.44.9. SPED Enrolment for Intellectually Disabled/Mentally Challenged. Generates a
report that displays the SPED enrolment for intellectually disabled/mentally
challenged by grade/year level for a particular month.
1.44.10. SPED Enrolment for Hearing Impaired. Generates a report that displays the
SPED enrolment for hearing impaired by grade/year level for a particular month.
1.44.11. SPED Enrolment for Learning Disability. Generates a report that displays the
SPED enrolment for learning disability by grade/year level for a particular month.
1.44.12. SPED Enrolment for Multiple Handicap. Generates a report that displays the
SPED enrolment for multiple handicap by grade/year level for a particular month.
1.44.13. SPED Enrolment for Orthopedically Handicapped. Generates a report that
displays the SPED enrolment for orthopedically handicapped by grade/year level
for a particular month.
1.44.14. SPED Enrolment for Special Health Problems. Generates a report that displays
the SPED enrolment for special health problems by grade/year level for a particular
month.

1.45. Miscellaneous Data

1.45.1. Status Report. Generates a report that displays the status of encoding for a
particular type of data.
1.45.2. List of Regions. Generates a report that displays a list of Regions.
1.45.3. List of School Divisions. Generates a report that displays a list of School
Divisions.
1.45.4. List of School Districts. Generates a report that displays a list of School Districts.
1.45.5. List of Temporarily Closed Schools. Generates a report that displays a list of
temporarily closed schools.
1.45.6. List of Mother Schools and Annexes. Generates a report that displays a list of
schools and their respective annexes.
1.45.7. Masterlist of Open Schools. Generates a report that displays a list of open
schools with address, name and designation of school head, contact numbers and
email.

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 1.45.8. Number of Open Schools. Generates a report that displays the number of schools
and typology of schools.

6. COMPLYING WITH BEIS DEADLINES

1.46. BEIS Quick Counts

1.46.1. To ensure that the October 31 deadline for Quick Counts is complied, prioritize
the encoding of July Form 3, Rooms, Furniture, Teaching Personnel and Enrolment
by Program.

1.47. BEIS Performance Indicators

1.47.1. To ensure that Performance Indicators are available by December for use in the
Annual Report, prioritize the encoding of Pupil Data, Age Profile, Promotees and
Dropouts after the data needed for Quick Counts have been encoded.

1.48. BEIS School Statistics

1.48.1. Other data can be encoded after entering data needed for computing the Quick
Counts and Performance Indicators. The deadline for the rest of the school statistics
is end of February.

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