Orientation on

Automated School Form 7

(DM 52, s. 2023)

BUREAU OF HUMAN RESOURCE AND ORGANIZATIONAL DEVELOPMENT

"Embrace the digital age, for in electronic forms
lies the power to transform, streamline, and
simplify the way we capture and manage
information.“

-Anonymous

BUREAU OF HUMAN RESOURCE AND ORGANIZATIONAL DEVELOPMENT

OBJECTIVE
Familiarize the steps and
processes in accomplishing the
electronic School Form 7 tool

BUREAU OF HUMAN RESOURCE AND ORGANIZATIONAL DEVELOPMENT

 Outline

Pre-Requisites in Accomplishing the SF7 Tool

Downloading the Electronic SF7 (eSF7) template

Unblocking the Macros

Accomplishing the electronic form

Generating the Summary

Other Special Features

Pre-Requisites in Accomplishing eSF7 Tool
Pre-Requisites in Accomplishing eSF7 Tool

A. Use DepEd Account

(make sure to utilize MS Office 365, 64-bit version)

-licensed platform which can be used in multiple devices

-Sign in to your DepEd account and install MS Office apps
(Excel, PPT, Word, and others)

- If NOT sure on how to do it, ask assistance from your ITO.

Pre-Requisites in Accomplishing eSF7 Tool
B. Gather all DATA ELEMENTS needed.
Other than the Basic Data needed in accomplishing SF7,
the following additions shall be prepared beforehand:

a. Enrollment (BoSY/LIS Enrollment Quick Count)

b. No. of Instructional Rooms (EBEIS)
c. Tax Identification Number (TIN)
d. Degree Finished (Baccalaureate/ Post-Graduate)
e. Major of Specialization, and Minor (if any)
f. Post-Graduate Degree Finished
g. Religion
h. Ethnic Group
Pre-Requisites in Accomplishing eSF7 Tool

B. Gather all DATA ELEMENTS needed.

Other than the Basic Data needed in accomplishing SF7,
the following additions shall be prepared beforehand:

i. Birth Date
j. Date of First Day of Service (Appointment Paper/ COS)
k. Date of First Day of Service (New Station)
l. PhilSys (National ID) Number
m. Eligibility
Pre-Requisites in Accomplishing eSF7 Tool
C. Prepare the class schedule for each teaching personnel and the
consolidated school program. Ensure that both are duly validated and
signed by the PSDS or personnel assigned to perform this task.

Under the PPSSH, Domain 2, Strand
2.4 Management of Staff, it is the
duty of the School Head to, “Manage
staffing such as teaching load
distribution and grade level and subject
area assignment in adherence to laws,
policies, guidelines and issuances based
on the needs of the school.”
Under the PPSS, Domain 1, Strand
1.1 Managing Curriculum
Implementation, it is the duty of the
Supervisor to, “Support the
curriculum implementation through the
management of programs, projects,
and activities aligned with curriculum
standards.”
 Pre-Requisites in Accomplishing eSF7 Tool

NOTE:

Please be
guided with

DepEd Order 31,

s. 2013.
TASK/ FUNCTION TIME ALLOTMENT (per week)

Advisory 300 minutes

Kinder Blocks of Time 900 minutes

Homeroom Guidance 60 minutes

GMRC 60 minutes

SPED Modified Subject 240 minutes max(dep. on learning area)

ALS Learning Strand 240 minutes (all learning strands)

Pre-Requisites in Accomplishing eSF7
Tool
TASK/ FUNCTION TIME ALLOTMENT (per week)

MADRASAH Subjects 240 minutes max (dep. on actual

sched)

Administrative (School Head) 2400 minutes (automatic)

Coaching/Mentoring (MT,HT) 300 minutes per schedule (max 2

sched.)

Note: DECS Order 39, s. 1970

Related Task (Other NT pers) 2400 minutes (automatic)
 Pre-Requisites in Accomplishing eSF7 Tool
NOTE:
Please be guided with
DepEd Order 46, s. 2012 (Item No. 4)
Downloading the eSF7 template
Go to this link: bit.ly/eSF7
Click the eSF7 Tool folder
Download the eSF7 Tool
Once downloaded, right-click to rename the file using the following naming convention:
Region_SDO_School Name_School Year

For SHS, use this naming convention:

Region_SDO_School Name_School
Year_Semester

Example:
RVII_Mandaue_Pagsabungan ES_SY2023-2024

For SHS:
RVII_Mandaue_Pagsabungan NHS_SY2023-
2024_1stSem
Unblocking the Macros
Right-click the file and select PROPERTIES Menu
 Ensure to unblock the Macros:
In the GENERAL tab, tick the
UNBLOCK box, click APPLY and then click OK

2 Note:
Depending on the user’s Excel
PROPERTIES’ setting, some might
not need to unblock Macros.

4 3
Accomplishing the electronic form
1. Select the USERFORM sheet and click ENABLE EDITING
after opening the file to
continue.
 NOTE: Placing the cursor on Cell A1 will show the
General Information about the tool (Capacity, Special Features, etc.)
2A. Input the School’s basic profile in the SCHOOL INFO portion
located at the uppermost part of the tool.
IMPORTANT: Ensure consistency of the encoded School data to the reported
data on Basic Education Information System (BEIS).

How to input Data

Elements:

School ID –
Input/encode

Region –
Dropdown list

Municipality –
Dropdown list
2B. Input the School’s basic profile in the SCHOOL INFO portion
located at the uppermost part of the tool.
IMPORTANT: Ensure consistency of the encoded School data to the reported
data on Basic Education Information System (BEIS).

How to input Data

Elements:

Division –
Dropdown list

District –
Input/encode

Start of School Year

– input/encode

End of the SY
(automatic)
2C. Input the School’s basic profile in the SCHOOL INFO portion
located at the uppermost part of the tool.

IMPORTANT: Ensure consistency of the encoded School data to the reported

data on Basic Education Information System (BEIS).

How to input Data Elements:

School Name – Input/Encode

No. of Enrollment –
Input/encode

No. of Instructional Rooms –

Input/encode
3. After completing the SCHOOL INFO part, click PROCEED to save.

NOTE:

All data fields must be filled

out before proceeding to the
next part.
4. Click OKto continue.
 5. Input the required information in the ADD PERSONNEL portion

IMPORTANT REMINDERS: IMPORTANT REMINDERS:

*TIN must be the first nine (9) digits only do not ***Name Extension must be consistent with the
include the last three zeros (000) personnel’s PSA record/birth certificate.
**If the TIN is not applicable/unavailable, follow (i.e. If Name Extension appears after the Last Name,
this put it after the Last Name)
format: 6-digit school ID + 3-digit sequence ID
Example: 120015001 (This portion is the unique
identifier of the personnel)
6. Click the ADD PERSONNEL button to save.
7. To complete the information of the added personnel, SELECT/TYPE
the Name of the personnel in the SEARCH A PERSONNEL portion.
After that, click SEARCH BUTTON.
NOTE: This prompt will appear after selecting the name of the
personnel. CLICK OK
8. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For SEX., Select from the drop-down list.
9. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For FUND SOURCE., Select from the drop-down list.
10. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For POSITION/ DESIGNATION., Select from the drop-down list.

*NOTE: TIC (School Head)., shall refer to teacher designated as School Head
irrespective of the Plantilla Position. For OTHERS, input/encode in the popped-up
UserForm2 other Positions/ Designations not on the list. Ex School Nurse.
11. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For NATURE OF APPOINTMENT, Select from the drop-down list.
12. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For DEGREE FINISHED, Select from the drop-down list.

*NOTE: OTHERS, shall refer to other Baccalaureate Degree, and shall be

inputted/ encoded on the popped-up UserForm2, then click SUBMIT button. Ex.
BS Nursing, BSIT, BS Psychology
13. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For MAJOR/ SPECIALIZATION, Select from the drop-down list.

*NOTE: OTHERS, shall refer to other Major/ Specialization, and shall

be inputted/ encoded on the popped-up UserForm2, then click
SUBMIT button. Ex. Computer Programming
14. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For MINOR, Select from the drop-down list.

*NOTE: OTHERS, shall refer to other Minor as stated in Transcript of

Records. For Minors not stated in the list, just SELECT Others. This
part is NOT Required.
15. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For POST-GRADUATE STUDIES, Select from the drop-down list.

NOTE:

If you select ‘OTHERS’,

kindly specify
without abbreviating.

Example:
✓ Master in Public
Administration
✖ MPA

*NOTE: OTHERS, shall refer to other MASTERS/ DOCTORATE DEGREE not related
to the Major/Specialization in the Baccalaureate Degree BEEd/BSED and shall be
inputted/encoded in UserForm2. Ex. PhD-Technology Management (Units), Juris
Doctor (JD)
16. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For EMPLOYEE NUMBER, Encode/ Input on the corresponding field.

NOTE:

For personnel with no

Employee Number, shall used
the following convention:

School ID + Seq. No.

Example:
✓ 120083 + 001
✓ 120083001
17. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For HIRING ARRANGEMENT, Select from the drop-down list.

NOTE:

Select OTHERS if the hiring arrangement

is not on the list, and Select N/A if not
applicable

“SPIMS”- Sa Pinas Ikaw ang Mam at Sir

“DOST” – Dept. of Science & Technology
“4Ps” - Pantawid Pamilyang Pilipino
Program
18. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For RELIGION, Select from the drop-down list.

*NOTE: OTHERS, shall refer to other Religion not found on the list,
and if you wish to specify a religion. Ex. Iglesia ni Cristo, Roman
Catholic, Baptist, Seventh Day Adventist, Assembly of God,
Church of Christ, others) If not disclosed, select “Not disclosed”,
do not leave it blank.
19. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For ETHNIC GROUP, Select from the drop-down list.

*NOTE: OTHERS, shall refer to other Ethnic Groups not found on

the list.
20. Accomplish the PERSONAL INFO of the personnel by selecting the
appropriate/applicable option in the dropdown list.
*For HIDE THIS TEACHER, Select from the drop-down list.

*NOTE: Just DISREGARD this part.

 21. For the BIRTHDATE, DATE OF FIRST DAY OF SERVICE, and
DATE OF FIRST DAY OF SERVICE (NEW STATION): You may either use the ff:
(a) CLICK TO PICK A DATE button to select the date being asked; OR
(b) Use the DROPDOWN LIST for the MONTH and DAY and ENCODE the YEAR.

*DATE OF FIRST DAY OF SERVICE is the APPOINTMENT

DATE of
the personnel.
**If the personnel was never transferred, the
DATE OF FIRST DAY OF SERVICE, and DATE OF FIRST DAY
OF
22. Input the PhilSys ID/National ID Number. Leave it blank if
unavailable.

NOTE:

Input the 16 digits

excluding dash (-).
If NOT yet
available, just
leave it blank.
23. Select the Eligibility of the personnel.

NOTE:

N/A, shall refer to

other eligibility
not found on the
list/no eligibility
required.
Click the SAVE EDITED button.

NOTE:

Make it a practice
to click the SAVE
EDITED button
from time to time,
making sure that
what is inputted/
encoded/ selected
is being saved.
24 . After filling in the required fields in the PERSONAL INFO, proceed to
the SUBJECT TAUGHT/ADVISORY/ANCILLARY [tasks] portion
25. In the CATEGORY under SHS-CORE SUBJECTS.

CORE SUBJECTS
Oral Communication
Reading and Writing
Komunikasyon at Pananaliksik sa Wika at Kulturang Pilipino
Pagbasa at Pagsusuri ng Iba't-Ibang Teksto Tungo sa Pananaliksik
21st Century Literature from the Philippines and the World
Contemporary Philippine Arts from the Regions
Introduction to the Philosophy of the Human Person / Pambungad sa Pilosopiya ng Tao
Understanding Culture, Society and Politics
Media and Information Literacy
General Mathematics
Statistics and Probability
Physical Science
Earth and Life Science
Personal Development / Pansariling Kaunlaran
PE and Health
25. In the CATEGORY under SHS-APPLIED SUBJECTS.

APPLIED SUBJECTS
English for Academic and Professional Purposes
Entrepreneurship
Practical Research 1
Empowerment Technologies (E-Tech): ICT fpr Professional Tracks
Pagsulat sa Filipino sa Piling Larangan (Akademik)
Pagsulat sa Filipino sa Piling Larangan (Tech-Voc)
Pagsulat sa Filipino sa Piling Larangan (Isports)
Pagsulat sa Filipino sa Piling Larangan (Sining)
Practical Research 2
Research Project/Culminating Activity*
25. In the CATEGORY under SHS-SPECIALIZED SUBJECTS.

Ex. STEM (Specialized Subjects)

Basic Calculus
General Biology 1
General Biology 2
General Chemistry 1
General Chemistry 2
General Physics 1
General Physics 2
Pre-Calculus
Applied Economics
26. Using the dropdown list, select the Subject/Task assigned to the
personnel

NOTE:

For schools implementing other

special curricular programs not
on the drop-down list, select the
related Learning Area of the
subject offered.
 26A. Using the dropdown list, select the Subject/Task assigned to the
personnel. This is a dynamic part thus, it is dependent on the position.

NOTE:

For Teachers (I-III), SPED

Teachers (I-IV), Special Science
Teachers (I-IV) these are the
contents of the drop down list.
26B. Using the dropdown list, select the Subject/Task assigned to the
personnel. This is a dynamic part thus, it is dependent on the position.

NOTE:

For Master Teacher (I-IV), Head

Teacher (I-VI), Assistant
Principal II, these are the
contents of the drop-down list
with additional Administrative,
and Coaching and Mentoring
task.
26C. Using the dropdown list, select the Subject/Task assigned to the
personnel. This is a dynamic part thus, it is dependent on the position.

NOTE:

For ADAS II & III, Administrative

Officer II, these are the contents
of the drop-down list (based on
duties and functions).
26D. Using the dropdown list, select the Subject/Task assigned to the
personnel. This is a dynamic part thus, it is dependent on the position.

NOTE:

For Clerk, Utility, Driver, Guard,

and Others, these are the
contents of the drop-down list
(based on duties and functions).
27. Also, select the “Lvl” (Grade Level) assigned to the personnel

NOTE:

It is dynamic based on Category.

For Non-Graded, it usually
applies to SPED/ when classified
under such category.
 28. Encode the assigned Section
(or Description/Name of Ancillary for assigned ancillary task).

NOTE:

Class Ex. Sampaguita

Ancillary Ex. Canteen Coor.
Advisory Ex. Courageous
SPED Mod. Subj. Ex. Depending Modifications
ALS LS Ex. LS 1- English
MADRASAH Ex. Arabic Language
29. Select the applicable
days.
NOTE: In case the time allotted is NOT Compliant with DO 31, s. 2013,
Total Actual Teaching Minutes column will be blank, and under REMARKS, a
prompt “Invalid Time Allotment” will be displayed.
NOTE: To resolve the 'Invalid Time Allotment' error, you should ensure that the
time allotment meets or below the required time allotment, but it should not
exceed it.
Scenario 1 ( Adjust the number of days)

Scenario 2 ( Adjust the time schedule)

 30. Input the time schedule either by directly encoding
using the 24-hour format or using the TIME FORM.

NOTE:

TIME FORMAT
(Encoded)
7:30 am 7:30
1:30 pm 13:30
3:15 pm 15:15
6:00 pm 18:00
NOTE: Arrange the time schedule
“Chronologically”.
 NOTE: When a teacher is assigned to teach a subject outside his/her
specialization, Click Yes if he/she has undergone related training/s for
the subject; and Click No if not.
31. Continue filling out the Subject/Ancillary Tasks
Assignment until all the assigned teaching and ancillary
loads of the personnel are encoded.
32. After encoding all teaching and ancillary tasks assigned
to the personnel, SAVE EDITED button.
CLICK
 NOTE: When there is a conflicting time on the schedule of the
teacher, the tool will prompt through a highlighted (RED) field, thus,
you need to correct time entry/ies.
NOTE: It’s ACCEPTABLE if there are conflicting times on a teacher's
schedule as long as they occur on different days.
EXAMPLE: PLOTTING in the eSF7 Tool
 NOTE:

Advisory schedule shall be plotted ONCE. No need

of plotting the DAY/S and the TIME.

Ancillary schedule shall be plotted ACCORDING TO

ASSIGNED TASKS. DAY/S and the TIME should be
plotted (total time will not be reflected) .
33. Complete the form by encoding the information
of ALL school personnel.

Repeat the steps from adding personnel, inputting

personal info, and encoding all Teaching and Ancillary
task assignments (STEP 5-32).

IMPORTANT REMINDER
ALWAYS CLICK
SAVE EDITED BUTTON
NOTE: For Non -Teaching Personnel , just select Administrative/Related Tasks
and encode his/her schedule.

*For Detailed Items , indicate the name of the

School/Office in the Section/Description Column.

**For Non-Teaching Personnel providing shared

services , encode their information in the MOTHER
SCHOOL ONLY.
NOTE: Choose TIC (Teacher-In-Charge) Designation if the School Head
does not hold a Principal item

Note the Plantilla Position of the TIC

(Teacher- In-Charge) in the Description
Portion
NOTE: DO NOT be alarmed if there is no displayed number of
minutes for Ancillary assignments.
NOTE: What To Do, in cases you encounter the following:

Cause: COMPATIBILITY ISSUE (Check MS Office)

NOTE: What To Do, in cases you encounter the following:

Cause: COMPATIBILITY ISSUE (Check MS Office and strictly

follow the steps in accomplishing eSF7)
Generating the Summary
Go to the VIEW Sheet

SAMPLE ONLY
Click the AUTO FORMAT button
and wait until completely loaded

SAMPLE ONLY
Sample generated SUMMARY

NOTE
The electronic tool
automatically
arranges the school
personnel from the
highest rank down to
the lowest.
It should be validated by the PSDS before being uploaded to
the corresponding repository/drive.
NOTE:

This is to ensure that

Domain 1, Strand 1.1,
Managing Curriculum
Implementation, is
followed correctly and
is properly validated
for consistency,
especially regarding
the entry of personnel
information and their
load assignment.
Other Special Features
HIDE TEACHER
Select YES to ACTIVATE HIDE
THIS TEACHER feature.
Activating it hides the
information of the personnel.
Although details will remain in the
database, they will not be
reflected in the SUMMARY.
USE DELETE BUTTONS CAUTIOUSLY

DELETE ALL DATA

This button clears the
database (ALL information
encoded in the file).

DELETE CURRENT
PERSONNEL
This button will delete the
information of an individual
personnel. To use this button,
select the personnel whose
information needs to be
deleted and click Delete
Current Personnel button.
Maraming Salamat! 🤸: planning-unit.manila@deped.gov.ph | 8527-5216
For concerns/questions/feedback