Updates on Data Management

(Policies and Guidelines

for Data Collection and Reporting)

PLANNING SERVICE
Education Management Information System Division
DEPED AS
AN
ORGANIZATI
ON
DEPARTMENT OF EDUCATION 2
 DepEd Organization
SY 2021-2022

47, 553 Public Schools

37, 332 Elementary
1,503 Junior High School
12, 624 Private Schools
236 Senior High School
6,571 JHS with SHS
220 SUCs/LUCs
1,294 Integrated (K to
G10)
617 Integrated (K to 1,001,590
G12)
Plantilla Positions
(as of March 02, 2022)

Central Office 17 Regional Offices 224 Schools Division Offices

SOURCE: Planning Service – Education Management Information System Division
DEPARTMENT OF EDUCATION
3 3
 Data Collection Process
Inventory of data elements

Data requirements of
Reporting of data
different DepEd offices

Conceptualization of data
Provision of Technical Assistance and gathering forms and
Monitoring of the implementation and
Updating of data
status of submission
dictionary

Issuance of policy and Programming of data

gathering forms
guidelines

DEPARTMENT OF EDUCATION
 DEPED ORDER 27, S. 2019
(MULTI-YEAR GUIDELINES ON THE YEARLY
COLLECTION OF DATA/INFORMATION
REQUIREMENTS AND VALIDATION PROCESSES)
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

• Annual Data Collection

WHAT

• ALL Educational Institutions Offering Basic Education

WHO (Kinder to Grade 12)

• Update Learners’ Profile and Quick Count Enrollment

HOW • Update School Profile and Other Data Elements

• Learner Information System

WHERE • Basic Education Information System
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

ENROLLMENT
a Quick Count Enrollment

a Official Enrollment Count

 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

1. Release of Official Enrollment Data for every School Year

Date of Release
Enrollment Date of Release For SY 2021- Purpose
2022
Quick Count June 30 October 2 Determination of needs for
crucial resources for FY
Post Planning Activities
Official Enrollment

∙ Preliminary July 31 November 15 Determination of School

Enrollment MOOE
∙ 2nd Preliminary August 31 NA Determination of other
Enrollment crucial resources for
Budget Deliberation in the
Congress
∙ Final Enrollment October 31 Jan. 15, 2022 Computation of
Performance Indicators

The encoding/uploading of enrollment data and other data elements

in the system shall start on September 2021.
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Issuance of School ID

✔ School is given a unique Identification Number which

serves as basis that it is authorized to operate by
DepEd.
✔ RO approves the establishment of the school as
stipulated in:
❑ DepEd Order 40, s. 2014 “Establishment, Merging,
Conversion, and Naming/Renaming of Public
Schools, and
Separation of Public School Annexes in Basic
Education” and

❑ DepEd Order 88, s. 2010 “Revised Manual of

Regulations for Private Schools in Basic Education” and
amendments therefor.
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Issuance of School ID
✔ QAD endorses to the PPRD all the approved newly established
schools for generation of School ID in the EBEIS.

✔ RO Director endorses the approved schools with legal basis

per school corresponding the created school ID generated
by the PPRD to the CO EMISD-PS for confirmation.

✔ EMISD-PS confirms the school ID and inform the PPRD and

PRS-SGOD through a memorandum copy furnished Budget
Division-FS and DBM

✔ PRS-SGOD, upon the receipt of the confirmation of School ID,

orients the school or its representative on the information
system and provide EBEIS username and password.
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

2.3 Standardization of the numbering for issuance of School

ID

School ID First Digit

Type
Assignment
Public-DepEd ES 1, 2
Public-DepEd SS including SHS 3
Private 4
Public-Integrated 5
SUCs/LUCs 6
Philippine Schools Overseas 7
Philippine BRAC Learning Centers 0
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Data Gathering Forms

✔ Data collection instrument designed for electronic processing
using the EBEIS to maintain the availability of a database for:
❑ education statistics
❑ sector performance indicators
❑ profile of public and private schools, learning centers and
other education service providers.

✔ New data elements/requirements identified by different program

owners/concerned offices in the Department
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Data Gathering Forms

❑ Government Elementary School Profile (GESP)

❑ Government Junior High School (JHS) Profile (GJHSP)

❑ Government Senior High School (SHS) Profile (GSHSP)

❑ State and Local Universities and Colleges School Profile
(SUC/LUCP)

❑ Private School Profile (PSP)

 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Data Dictionary
✔ Communicates a standardized definition of all the data elements in
the systems for consistency purposes

✔ Provide common understanding of the terms among stakeholders

within and outside DepEd.

✔ Serves as a guide and reference of personnel for data collection

and encoding.

✔ References: Annex V of DepEd Order 45, s. 2017 for the

additional, changed/revised data elements and DepEd Order 52,
s. 2016
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Roles and Responsibilities

In-Charge Roles & Responsibilites
Schools/School Heads -Ensure prompt, complete and accurate
accomplishment of LIS and EBEIS Forms.
-Update school information in the EBEIS,
particularly all Curricular Offering
Classification (COC) and other data sets

-Class advisers (for public schools) Updates all learners’ profiles

-Designated school system administrators/
school registrar (for private schools and
SUCs)
SGOD-PRS and ITOs Provide technical assistance and resources
as necessary to the schools

PPRD Monitor the SDO’s provision of technical

assistance and resources to schools for
BOSY data collection
 DepEd Order 27, s. 2019
GUIDELINES ON THE YEARLY COLLECTION OF DATA/INFORMATION REQUIREMENTS AND VALIDATION PROCESSES

Data Validation
✔ Ensure the accuracy and quality of data reported by schools
✔ PRS-SGOD and offices/units responsible for the validation of the identified
data elements:
Data Elements Responsible Office/Unit

1. Curriculum related data on learners (i.e. IP, Curriculum Implementation Division

Muslim Ed)
2. DRRM and other data related activities DRR Focal Person

3. Teaching and Non-Teaching Personnel Data HR/Personnel Section

4. Computers, Internet and other ICT Equipment IT Section/Unit

5. Instructional/Non-Instructional Rooms including Engineering Unit

electricity, water and other sanitation facilities
6. School Health Nutrition including solid Health and Nutrition Unit
waste management, tobacco control
7. School Location, Travel details, including School Governance and Operations Division
School sports, school government program
(SSG)
Data Validation and Monitoring System
• checks
Composition
School uploaded data
as against School Head – Chair
Validating printed forms/
source
MT in-charge of Curriculum – Vice Chair
LIS and/or BEIS Coordinators
Team documents

• compares data from

Division official sources,
Validation conducts actual
field validation
Team (random)

• conducts
structured
Regional monitoring on
the
Monitoring implementation
Team of different
Creation of processes at the
division and
Validation school levels

Teams National
• conducts
verification
and data
cleaning
 END
THANK YOU!!! ☺