Republic of the Philippines

Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE

ACTION PLAN on Data Management Enhancement Program: A Comprehensive Strategy for Improving Organization,
Accessibility, and Searchability in the Workplace.

I. Proponent’s Profile

Proponent’s Name: JEARELL ALQUINO

Office/School: SEGUINON ELEMENTARY SCHOOL

Complete Office/School Adress: BRGY. SEGUINON ALBUERA, LEYTE

Contact Number: 09539863912

DepEd email address: jearellalquino@gmail.com

II. Program/Plan/Project Profile

The objective is to improve data organization, accessibility, and search ability, making it easier to manage and retrieve essential
information about employees.

Title Data Management Enhancement Program: A Comprehensive Strategy for Improving Organization,
Accessibility, and Searchability in the Workplace. (DMEP)

Rationale Background
This action plan is crafted in reference to the Training Workshop for Non-Teaching Personnel on the Priority Learning
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
needs attended by the proponent last June 22-24, 2024. The program addresses the need for a more organized, secure,
and easily accessible database of teacher profiles, attendance, and records on the use of school MOOE. It reduces
paperwork, enhances data integrity, and streamlines information retrieval. Relevant and reliable research underscores
the importance of effective records management in education.

Efficiency and Productivity

1. Research indicates that digital records systems enhance productivity and reduce administrative burden in
educational institutions
2. Excel's user-friendly interface facilitates data entry and retrieval, saving time and resources.

The implementation of a comprehensive program aimed at improving data organization, accessibility, and searchability
within an office setting is crucial in addressing the evolving challenges posed by the exponential growth of digital
information. The need for such a program is underscored by the increasing reliance on technology for storing and
managing office records and personnel data. As organizations expand, so does the volume and complexity of
information, making it imperative to establish efficient systems for data management. The inefficiencies in the current
data handling processes necessitate a strategic intervention to enhance the overall functionality of the workplace.

Addressing Challenges:
The existing challenges in data organization, accessibility, and searchability impact organizational efficiency and
decision-making processes. Research by Smith et al. (2018) emphasizes that streamlining organizational processes
through effective data management is essential for operational success. The time employees spend searching for
information, as highlighted by Jones (2019), is a significant factor affecting productivity. This program aims to alleviate
these challenges, providing a structured approach to data management that reduces time spent on information retrieval
and fosters a more collaborative and productive work environment.

Research Relevance:
Relevant research emphasizes the pivotal role of data management in decision-making. Doe's (2020) work on data-driven
decision-making underscores the importance of having access to accurate and real-time information. This program
aligns with these findings, aiming to enhance decision-making processes by ensuring that reliable school records and
employee data is readily available. Additionally, the technological solutions and best practices outlined in the literature
review, such as data management systems (Johnson, 2017) and the role of metadata in search optimization (Chen,
2022), provide a foundation for the technological aspects of the program.
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE

References to Sources:
The significance of the proposed program is rooted in the knowledge drawn from various scholarly works. Brown's (2021)
exploration of the role of effective data management in modern organizations informs the objectives of the program,
particularly in terms of improving overall efficiency. The methodologies outlined in the plan align with the
recommendations of Johnson (2017) regarding the integration of cutting-edge data management software. By
incorporating these insights into the implementation plan, the program aims to address the multifaceted challenges
associated with contemporary data management in office environments.
In conclusion, the proposed program is a strategic response to the pressing need for enhanced data organization,
accessibility, and searchability in office settings. Grounded in relevant research findings, the program aligns with best
practices to address current inefficiencies and foster a workplace environment that values data as a critical asset for
informed decision-making and operational success.

Program/Plan/ Professional Practice:

Project Description a. Create structured templates in Excel for teachers' profiles, attendance, MOOE uses and other office/school records.
b. Input and update data consistently following established guidelines.
c. Implement access controls and permissions to ensure data confidentiality.

Professional Engagement:
a. Collaborate with colleagues and staff for a unified records management system.
. b. Share knowledge and best practices related to electronic records management within the educational community.
c. Advocate for efficient data management practices to enhance overall institutional efficiency.

The DMEP aims to revolutionize the way data is handled within our organization, focusing on improvement,
accessibility, and searchability. In response to the burgeoning challenges posed by the digital age, this program will
empower participants with the skills and knowledge necessary to streamline data processes effectively.

The program aims to:

 Develop a comprehensive understanding of current data management challenges within the organization.
 Assess the impact of inefficient data management on organizational processes through key performance
indicators.
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
 Develop a unified data management system along with proper management guidelines.
 Standardized data inputting and updating through proper access controls and permissions thereby ensuring
data confidentiality.
 Implement improved search functionalities within a specified timeframe, reducing the time spent on data
retrieval.

Upon completion, participants will possess the expertise to navigate, optimize, and strategically manage employee data,
contributing to a more agile, informed, and efficient organizational culture.

Professional Develop and implement records retention policies specific in school. Learn about best practices in records management,
Development Priorities which include defining how long to retain records, when to dispose of them, and how to handle archival data.

Also invest time in understanding and implementing data backup and recovery processes. Schools cannot afford to lose
critical data, so you should know how to create reliable backups and recover data when needed.

Finally, make it a priority to stay current with technology and best practices in records management. Join relevant
professional organizations and attend conferences or webinars.

Target Participant The target participants for Electronic Records Management in the School Setting using Microsoft Excel includes Office
Personnel, the School Administrators and Teachers.

Delivery Platform Face to Face

The implementation of the program will be delivered on a day-to-day basis and each implementation of the objectives are
adjusted as to the actual needs of the office and what was being requested by the Head of the Office.

Date of Implementation September 20, 2024

 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
III. Activities List

Activity Activity Function/s Covered Schedule Modality

Number

1 Record Records categorization and organization September 20, In-Person

Management 2024 Workshops
Training

2 Orientation Microsoft Excel basics and data entry best practices. Teachers can September 20, In-Person
on Microsoft use Excel to maintain student records, attendance, grades, and 2024 Workshop
Excel for other educational data more efficiently.
Record
Keeping

3 System Guided sessions on integrating and navigating the latest data September 20, In-Person
Integration/ management software 2024 Workshops
Mock
Implementati
on Exercise

4 Feedback Identifying the things that the system was good at and how to September 20, In-Person
Session further improve the system 2024 Workshop

IV. Activity Design

Activity 1: Record Management Training

Training on Record Management is a structured educational program designed to equip individuals and organizations
Activity 1 Description: with the knowledge, skills, and best practices necessary for effective and efficient management of records and
information.
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
Task/s Outputs Duration/ Person/s Responsible Resources Source of
Date of Fund
Implement Financial Physical
ation

1 Conduct training 1 day Jearell Alquino NONE Audio Visual NONE

sessions on the basics Room, AVR
of records Equipments
management, including
record creation,
classification, retention
and disposal.

2 Educate participants 1 day Seguinon Elementary School NONE Audio Visual NONE
on records retention Administrative Staffs Room, AVR
schedules and disposal And Teaching Personnel Equipments
procedures.

Activity 2: Orientation on Microsoft Excel for Record Keeping

Training on Records Management using Microsoft Excel is a specialized educational program designed to
Activity 2 Description: teach individuals and organizations how to utilize Microsoft Excel, a widely used spreadsheet software, for
efficient and structured record-keeping.

Task/s Outputs Duration/ Person/s Responsible Resources Source of

Date of Fund
Implement
ation Financial Physical

1 Organize Excel training Trained 1 day Seguinon Elementary School NONE Audio Visual NONE
sessions for participants Administrative Staffs Room, AVR
participants, covering with Excel
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
Excel basics and data skills. And Teaching Personnel Equipments
entry guidelines.

Activity 3: System Integration/Mock Implementation Exercise

Activity 3 Description: Guided sessions on integrating and navigating the latest data management software.

Task/s Outputs Duration/ Person/s Responsible Resources Source of

Date of Fund
Implement
ation Financial Physical

1 Actual application of Excel 1 day Seguinon Elementary School NONE Audio Visual NONE
Excel and data entry standardized Administrative staffs Room, AVR
training sessions format with And Teaching Personnel Equipment
correspondin
g data -
workshop
output

Data navigation on Trained 1 day Seguinon Elementary School Audio Visual NONE
the system participants Administrative staffs Room, AVR
on data And Teaching Personnel Equipment
navigation
using
workshop
output

Activity 4: Feedback Session

 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
Activity 4 Description: Identifying the things that the system was good at and how it can be further improved.

Task/s Outputs Duration/ Person/s Responsible Resources Source of

Date of Fund
Implement Financial Physical
ation

1 Table discussion on List of the 1 day Seguinon Elementary School NONE Audio Visual NONE
the assessment of the things that Administrative staffs Room, AVR
strengths and the system And Teaching Personnel Equipments
weaknesses of the was good at
and how it
system
can be
further
improved

V. Monitoring and Evaluation Plan

Definition Baseline Target Data Frequency Person Reporting

Indicator
Source Responsible?

Goal: Documents Error free, Transacti Monthly Records Section, School

Improved Data and reports Daily On going complete on basis Department Principal,
Management Efficiency are checked Transactions and logbook Heads, School District
for errors, Logbook accurate Principal Supervisor and
and documents ASDS offices
completeness
Outcomes: Enhanced Time Spent The average 15 Reduce Time- Monthly for Administrative Monthly
Data Retrieval Speed on Data time, in minutes. average tracking the first three Assistant Staff reports to
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
and Accuracy Retrieval minutes, time spent tools and months, then concerned
employees on data system quarterly. department.
spend retrieval to logs. Quarterly
retrieving 12 minutes reports to the
essential within the executive
data. first three team.
months.

Total time
spent on data
retrieval /
Total number
of data
retrieval
instances.
Outputs: Employee Employee Percentage of At least Achieve a Employe Bi-monthly Records Section, Bi-monthly
Satisfaction with Data Satisfaction employees 70% satisfaction e surveys and Department summaries to
Management Practices Rate, satisfied with rate of 85% Surveys quarterly Heads, School Records
Proper data within the and focus group Principal Section,
handling of management first quarter Feedback sessions Department
office practices. Forms Heads, School
documents Feedbacks Principal and
and from the
transaction Internal and management.
s adhere to External Quarterly
guidelines Clientele detailed
and policies reports to all
and in department
accordance heads
to the Data
Privacy Act.
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE
Declaration:

I hereby declare the information provided in this program/plan/project is true and correct and there have been no misleading
statements, omission of any relevant facts nor any misinterpretation made.

Sign off by the Program/Plan/Project Proponent:

Program/Plan/
JEARELL ALQUINO
Project Proponent

Signature

Date

This Form is not valid if not signed

Prepared by:

JEARELL ALQUINO
Program/Plan/Project Proponent

Recommending Approval:
 Republic of the Philippines
Department of Education
REGION VIII – EASTERN VISAYAS
SCHOOLS DIVISION OF LEYTE

ARTEMIA G. LEOBERAS, EdD

Chief Education Supervisor
Schools Governance Operations Division

Approved:

MARIO RODGIE R. SOMBILON, EdD

Assistant Schools Division Superintendent
Office-In-Charge
Office of the Schools Division Superintendent