Data Management &

Information Technology
SY 2015-2016
1
 Workshop Objectives
• Explain the processes and guidelines in using
the LIS for registering, enrolling and updating
learner profiles from public schools, private
schools and ALS

• Capacitate participants in the operation of LIS

and User Account Management System
 Workshop Objectives
• Gained understanding of the purpose, roles
and processes in managing access to
information systems through the User Account
Management System (UAMS)
• Hands-on experience in the creation and
maintenance of user accounts for the different
information systems
• Hands-on experience on the available
functionalities of the LIS
 Workshop Outputs
1. Create/update user account for school
head/principal;
2. Create/update user accounts for class advisers;
3. Remove Personnel Account
4. Assign Personnel to Multiple school
5. Create class (mono & multi) and set adviser
6. Enroll learners (BOSY)
7. Next Step (Cascading Plan)
Workshop Legal Basis
Workshop Legal Basis
Workshop Legal Basis
Workshop Legal Basis
Workshop Legal Basis
Central Office May June July

1. Prepare
parameters for
Beginning SY
Reporting

2a. Create Profile 2b. Update

for Newly school profile
Region

Established (integrated,
Schools annexes)
EBEIS
Update 2c. Update school
Division

Masterlist of profile (school

Schools head, programs,
operational stat)

4. Schools prepare
GESP/GSSP/ PSP &
encode non-enrolment
School

data (July 1, 2015)

3. Enroll Learners (June 29, 2015)

LIS
Central Office August September

6. Summarize learner 6a. Generate

enrolment by school Beginning of SY
(Aug 17) National Perf.
Indicators and Reports

6b. Generate Beginning

Region

of SY Regional Perf.
LIS EBEIS
Indicators and Reports

5. Monitor data submission and provide 6c. Generate Beginning

technical assistance to schools & CLCs of SY Division Perf.
Division

Indicators and Reports

3. Enroll BOSY
Learners until Aug, 14 6d. Generate
School

Beginning of SY Perf
4. Encode & finalize GESP/GSSP/ PSP Indicators
until Aug. 21, 2015
Central Office September October November

7. Issue guidelines 10. Summarize and report

for School Building SY 2015 building inventory
Inventory by school
Region

EBEIS
Division

9. Monitor submission and

provide technical assistance to
schools

8. Schools update SY 2015

school building inventory
School

(October 1 - 31)
 March April May

1. Prepare parameters for

beginning of SY
Central Office

Reporting

12. Summarize EOSY

learner data (May 31)

2a/b. Create Profile for Newly

Established Schools & update
Region

profile of integrated schools and

annexes
LIS EBEIS
2c. Update school profile (school
Division

head, programs, operational stat)

11, Update EOSY learner status

School
 Matrix of Accountability

• The management of data is governed by

defined accountabilities at various levels.

Matrix of Accountability
 Guidelines for Operation
User Management
• At the school level, the School Head and the
designated ICT Coordinator (or EBEIS
Coordinator) shall be responsible for creating
access for Class Advisers
– Use the email address, preferably the official
“deped.gov.ph” as the username
• They are also authorized to reset the account
of a Class Adviser to a default password
 LIS Guidelines for Operation
School Head
• Monitor the progress of updating in the LIS and
“finalize” the School Register for a given school
year
• Ensure that data on learners in the LIS and in any
form of storage is kept secure and protected from
any unauthorized access
• Designate a secondary focal person (School ICT
Coord., EBEIS Coordinator) who shall assist in
providing system admin. and technical support to
Class Advisers.
 Guidelines for Operation
Class Adviser
• Only nationally-funded and locally-funded teaching
personnel can be assigned as Class Adviser.
Volunteers cannot be assigned as CAs
• The Class Adviser shall be responsible for the
following:
– Enroll and update the profile of all learners in his/her class
in any given school year
– Request corrections of learners profile
– Finalize his/her Class Register
 Guidelines for Operation
Creation and updating of Class Adviser record
• SH shall initially create a personnel record and
a user account for Class Advisers in the LIS.
– This personnel record is uniquely referenced by
the TIN No.
• After the personnel record and its
corresponding user account is created,
updating of personnel data can only be done
by the personnel him/herself.
 Guidelines for Operation
Creation and updating of learner profile
• Class adviser shall be responsible for updating the
profile of all learners in his/her class in any given
school year
• He/she must ensure that the learner profile is updated
and supported by acceptable documents (e.g. birth
certificate, etc)
• The LRN uniquely references a learner in the registry.
– An LRN must refer to one and only one learner
– A learner must have one and only one LRN
• The LRN must be attached to every learner’s school
record (Form 137, etc)
 Guidelines for Operation
Enrollment of learners
• Cutoff date for reporting annual enrollment is
the Friday of the week of school opening (June
5, 2015)
– The deadline for the encoding of this enrollment
data in the LIS is on August 2015 2nd week. Actual
enrollment date shall be encoded in the system.
• Late enrollees (beyond the cutoff date) will be
encoded in the system even beyond the cutoff
date and the deadline for encoding of annual
enrollment
System Demo

LEARNER INFORMATION SYSTEM

System Demo
1. Create/update user account for school head/principal;

2. Create/update user accounts for class advisers;

3. Remove Personnel Account

4. Assign Personnel to Multiple school

5. Create class (mono & multi) and set adviser

6. Enroll learners (BOSY)

LIS INFOGRAPHICS
SOLUTIONS ON ISSUES EOSY
Integration with LIS
EBEIS
 Integration with LIS
Data Elements
• Total Enrolment
The total number of learners enrolled in the
school regardless of program.
• Monograde Enrolment
Learners being taught in classes consisting of a
single grade only.
• Multigrade Enrolment
Learners being taught in classes consisting of
two or more grades handled by one teacher.
 Integration with LIS
• Balik-Aral
Learner who finished a grade level, stopped
schooling and then enrolled in the next grade level
after a year or more.
• CCT/4Ps Recipient
Learner whose families are included in the
Conditional Cash Transfer (CCT) under the Pantawid
Pamilyang Pilipino Program (4Ps) of the
Department of Social Welfare and Development
(DSWD).
 Integration with LIS
• Indigenous Peoples Learner
Learner born of either or both parents who
are IP as defined in RA 8371 Indigenous Peoples
Republic Act of 1997
• Muslim Learner
Learner who is born of either or both parents
practicing the Islam religion or faith.
 Integration with LIS
• Repeater
Learner who failed or left a particular grade level
in any previous school year and is enrolled in the
same grade level where he/she left or failed.
• Total Number of Monograde Classes
The number of classes by grade level from
Kindergarten to Grade 6.
Integration with LIS
DEMO EBEIS UPDATING
NEXT STEP

PLANNING TEMPLATE FOR

CASCADING ACTIVITIES
 NEXT STEP
• Implementation of Cascading Plan & Target
• Complete Creation of Advisers Account per school
• Create Class per level per school
• Set Adviser per class
• Enroll Learner for SY 2015
• Finalize LIS BOSY
• Download Government Elementary School Profile
(GESP) and manually fill up, reviewed by PSDS
• Request Planning Officer for school changes on
Curriculum Offering and organization of classes
• Encode EBEIS School Statistics Data and Submit
“Alone we can do so little;
together we can do so
much.”
- Helen Keller
Presented by: Amelia L. Cortidor
Planning Officer II