ICT Skills Development Workshop

Day 3
Train-the-Trainer

1
DCP Process and Updates

2
 DCP Process Overview

Planning

Pre-
Deployment After Sales Utilization
Deployment

Warehouse School
Inspection Inspection

Monitoring
 PLANNING

Development of initial proposal to be reviewed by

ICTS
Review of existing packages, presentation of
suggested packages;
Review of previous recipients, presentation of
suggested criteria / number of recipients;
Obtain actual data from the EBEIS to have the
number of schools, population, electricity status
 New DCP package options were devised to be more
responsive to learners’ needs and K to 12 curriculum
Grade K – Gr 3 Gr 4 – 6 Gr 7 – 10
Gr11-12 (2016)
Levels (B 29) (B 30, 31, 32) (B 33)

8 Host PC
1 Host PC
+ 42 Thin
+ 6 Thin Clients
Current N/A Projector / Interactive White Board
Clients
N/A
6 students : 1 computer 1 student:
1 computer

2 Host PC 4 Host PC 4 Host PC

+ 12 Thin + 24 Thin + 24 Thin 7 Host PC 5 Host PC 51 PCs
Clients Clients Clients + 42 Thin + 45 Thin 1 Projector
1 Laptop 2 Laptop 2 Laptop Clients Clients
1 TV 2 TV 2 TV 2 Laptops 1 Laptop
3-in-1
1 Laptop 10 Tablets 2 Projectors 1 Projector Printer
New 1 Projector 2 students: 2 students: 2 students:
(2015) 1 computer 1 computer 1 computer
1 student: 1 student: 2 students:
Lab (2015) Lab (2015) Lab (2015)
1 computer 1 computer 1 computer
*package *package *package
for school for school for school
w/ small w/ medium w/ large Lab (2015) Lab
enrolment enrolment Lab
enrolment

5
 DCP for Unenergized Schools

Provide access to a low-maintenance,

easy to manage ICT package
School recipients for FY 2015 based on the
following criteria:

–Replacement of packages in schools that received on or before 2011

–Augmentation for large enrolments in ES and some JHS
–New packages for:
•Kinder to Grade 3
•2014 newly opened schools
•Unenergized schools

7
 Pre-Deployment Stage

1. Division IT Officers conducts an orientation of recipient schools and

makes an assessment of readiness in the counterpart requirements;
assess school readiness based on the availability of the the following
requisites:
• Multi-media Classroom
• computer tables in sufficient number
• Windows and Doors with grills
• Proper electrical wirings and outlets
• adequate security mechanisms
• Inspectorate team (D.O No. 5 s. 2010)
• Mono chairs (50 for Secondary/ 40 for Elementary Schools)
• At least 2 units of stand fan
• Sufficient electrical lighting
 DCP Pre-Deployment
2. School Readiness assessment shall be recorded using this form:
 Pre-Deployment Stage
1. Principal/School Finds funds/resources to fulfill the counterpart requirements as listed in
Head School Readiness Checklist.
Informs Division ITO of school readiness
2. Division IT Officer Assesses the recipient schools based on the list from the DepED Memo; fills
out and signs the School Readiness Checklist;
Forwards the accomplished checklist to Regional IT Officer copy furnished
DCP/ICTS;

3. Regional IT Officer Reviews the list of schools as to the completeness of the assessed schools as
against the list as per DepEd Memo on DCP recipient schools;
Forwards to DCP/ICTS the complete list of schools assessed;

4. DCP/ICTS Gives advance info to regional ITOs on the proposed recipient list. As soon as a
notice to proceed has been received by the winning bidder, a DepEd memo on
the DCP batch is issued and is published in the DepEd Website;

Conducts meeting with the supplier and the Inspection Group to agree on the
following:
Inspection strategies and schedule
Deployment strategies and timelines
 DCP Pre-Deployment

Inspection (Warehouse)

• Pre-delivery inspections are conducted to inspect the quantity and quality (functionality) of
furniture/equipment in accordance with the technical specifications and the conditions stipulated in the
contract.

 Inspections are conducted at DepEd's discretion but must be agreed with the supplier with at least
one day's notice by the end-user to the supplier.

 The sampling selection of items to be inspected can be at random

 Depending on the size/importance of the contract, the inspection process may include several
inspection sessions including presence at the final stage when the furniture/equipment is
prepared/ready for delivery to respective localities.
 Inspection Team
For any given inspection, the team should be composed of at least three (3) members:
Office Designation Responsibilities
ICTS (DCP) Team Leader Lead the conduct of inspection.

Asset Management Division Member Assign members to the

inspectorate team.
Assigned members take part in
inspections
Accounting Division Member Assign members to the
inspectorate team
Assigned members take part in
inspections
Representatives from other DepEd Member Conduct the inspection
offices (as assigned by the
Property Division should no
employee from the Property
Division be available at the
date/time of inspection)
 DCP Deployment Stage

• The supplier shall deliver and install the DCP computer

packages in all recipient schools and train school
representatives within the prescribed timeline;

• Deployment shall be done during school/business days only;

• Replacement of Recipient School/s shall have the following
requisites:
 School Principal shall issue a letter that the school is not ready to be
recipient;
 Division ITO to recommend to SDS replacement school for approval;
 ICTS informs the Supplier regarding the replacement school .
 Responsibilities
Principal/School Head Prepare a school memo designating school
personnel who are authorized to inspect and
receive DCP package. Copy furnish Division ITO;

Informs the personnel in-charge to receive the

package on the schedule of delivery;

Division IT Officer Informs recipient schools on the schedule of

delivery of the DCP package;
Regional IT Officer Forwards the schedule of delivery to all Division ITO
DCP/ICTS Informs Regional ITO on the schedule of delivery in
all recipient schools in all the divisions of the
concerned regions;
Supplier Coordinates with the Division ITO and informs the
schedule of delivery in the recipient schools;

Communicate with recipient schools to inform the

specific dates on the deployment activities
 Responsibilities
Phase Supplier Requirements
Delivery Thru partner forwarder,
deliver ICT equipment (in
boxes)
Installation Determines that all items
are complete, proceeds to
begin setup, installation
and configuration on each
assigned e-classroom.
After installation, the ASP
tests the equipment to
ensure all are working and
compliant with the
technical specifications.
School Requirements
Check thoroughly the package before receiving; The
head of the office/school will appoint members of an
Inspection Committee. This committee will be
comprised of a team leader, a technical expert with
technical knowledge relevant to the goods delivered,
and a provisional member which my come from the
Parent-Teacher Association (PTA) or from a
nongovernmental organization (NGO).
The school must already be prepared with the
complete counterpart requirements as prescribed by
DepEd Central Office
The school must follow the prescribed e-Classroom
layout (Please see Figures 3 and 4).
Check that the ICT equipment is working properly
Sample Delivery Receipt
 DCP Deployment Stage
Phase Supplier School Responsibilities
Responsibilities
Training Provide the required School should have 3-10 of its personnel/representatives
training based on the participate in the Training Course provided by the
Terms of Reference Supplier’s service partner. The participants should see to it
(ToR) that the topics and the prescribed training duration in the
ToR is followed.
Training on various
topics is centered on the The school personnel/representatives sign the attendance
operation and sheet that forms part of the Training Checklist (Figure 5). As
maintenance of the proof of attendance, attendees are advised to prepare
computer equipment. beforehand a copy of their front and back photocopy of
School ID/DepEd ID.
After the completion of the training, the school
Principal/authorized representative signs the training
checklist.
The supplier’s service partner should provide the materials
such as handouts, videos, presentations that were used
during the training.
 Inspection at Delivery Site

 Conducted by the School Inspection Committee (SIC)

 At least two (2) school personnel need to be present to conduct the inspection.

 The inspection procedures may be guided by special instructions/guidance resulting from the pre-
delivery inspection conducted by the central office inspectorate teams (when applicable).

 Items not in accordance with the technical specifications or which include defects and broken parts
can be rejected and returned to the supplier for replacement/rectification.

 At least 2 members of SIC shall sign in the inspection portion of the IAR

 School property custodian shall accept the school furniture and sign the acceptance portion of the
IAR.
 Responsibilities
Phase Supplier School Requirements
Requirements

Acceptance For payment The School Inspection Committee shall sign the Inspection
purposes, secure a and Acceptance Report (IAR) prior to the acceptance by
copy of the signed the Property Custodian.
IAR, have a copy of
pictures in any stage Supply Officer/Designated Property Custodian returns
of the deployment. original copy 1 of IAR to the supplier for payment purposes.

The School Property Custodian provides copy of the IAR to

the Division Office – Supply Office for Booking-Up
The Division IT Officer shall facilitate the signing of
Certificate of Final Acceptance and IRP for signature of the
Division Supply Officer and Schools Division
Superintendent.
Sample IAR
 School Inspection Team

Composition of SIC:

Office Designation Role

Recipient School
Recipient School
Recipient School
Parent-Teacher Association Member
(PTA)*
*DepEd Order No.5 s.2010
includes PTAs or NGOs as
provisional members of the
school inspection committee
Team Leader Lead the inspection of the goods
& signs in the IAR form
Member inspect delivered goods & signs
in IAR form
Member/School Observes the inspection and
Property Custodian accepts the goods by signing in
the acceptance portion of the
IAR.
Inspect delivered goods & signs
in IAR form
 DCP After-Sales Stage

• Three (3)-year comprehensive and on-site warranty for the

whole IT Equipment package;

• Effective upon signing of Inspection and Acceptance Report

(IAR)

Consumables under standard/base warranty or minimum of

one (1) year warranty:

• Laptop and Tablet Batteries

• Projector Lamps
• Headsets
• External Portable Optical Drives
• Optical Mouse for Laptops
• Laptop Coolers
 DCP After-Sales Stage

• 3 calendar days to repair the unit/s upon receipt of request

• In case unit/s cannot be repaired within 3 days, the unit/s must be
replaced within a maximum of 7 calendar days;
• Pull out of equipment for repair/replacement shall be made with
written authorization from the supplier duly approved by the school
head/representative
• Any unauthorized tampering or opening of units shall automatically
void the warranty.
 Responsibilities
Principal/School When reporting concerns on the package, the school
Head/School representative must make sure to be ready with the following
Personnel information:
• Name of School:
•School ID:
•Name & Designation of the person who reported the
problem:
•Contact Nos:
•Type of Machine/Brand/ Model:
•Serial #:
•Problems Encountered:
The school representative contacts the Supplier’s Care via
landline/mobile/email through the details posted in the Contact
Sticker found in every equipment.
 Responsibilities

Division ITO Provide initial trouble shooting assistance to schools to resolve

reported concerns
Assist the school to ensure prompt response of the supplier on the
concerns reported by the school;
Supplier Shall perform all warranty repairs/services
Should notify the school of the authorized partner for each onsite
visit/repair/pullout.
 Monitoring
DCP Helpdesk/Ticketing System
To monitor the DCP deployment progress and after-sales performance of
Suppliers.

–Schools report to the system thru SMS (text) and website on:
• DCP deployment (delivery, installation, training, acceptance)
• Defective component of the DCP package
–Can be viewed by recipient schools, regional and division ITOs and
Suppliers
–Phase 1/Pilot to be conducted January 2016
–Phase 2/Roll-out schedule, Quarter 1, 2016
 Key Words for Texting to Ticketing System

Text Command Instruction Sample Text

D To confirm delivery, just text DELIVERED<space>BATCH DELIVERED Batch1 DR143

e NO.<space>DR NO.<space>DATE OF 2015-02-14 Projector
p Delivered DELIVERY<space>MESSAGE. Delivered. Thank You!
l INSTALLED Batch1 2015-02-
o To confirm installation, just text INSTALLED<space>BATCH 15 Projector is mounted on the
y Installed NO.<space>DATE OF INSTALLATION. wall.
m To confirm completion of training, just text
e TRAINED<space>BATCH NO.<space>END DATE OF TRAINED Batch1 2015-02-16 I
n Trained TRAINING. can now use the projector.
t To confirm acceptance of batch, just text
ACCEPTED<space>BATCH NO.<space>DATE OF ACCEPTED Batch1 2015-02-
Accepted ACCEPTANCE. 17 Thank you for the projector.
A
f To send/submit a new issue/problem just text NEW Batch1 Projector is
t New NEW<space>BATCH NO.<space>MESSAGE.(LOT NO.?) overheating.
e
r To send/submit an update to your ticket, just text UPDATE 20150101-1 Projector
Update UPDATE<space>TICKET NO.<space>MESSAGE is on fire.
S
a
l To end your ticket, just text END<space>TICKET END 20150101-1 Projector is
e End NO.<space>MESSAGE now working. Thank you.
s Smart –
Sun -
Globe -
 Monitoring

Utilization
• Encourage utilization of the package;
• Maintain logbook to record utilization;
• Class schedule using the package;
• Preparation of teaching materials;
QUESTIONS?
 Contacts
Dir. Aida C. Yuvienco, aida.yuvienco@deped.gov.ph
Arturo D. Tuazon, arturo.tuazon@deped.gov.ph
(632)635-7369; Mobile 09985778794
Alvin Salcedo –alvin.salcedo002@deped.gov.ph
Maui S. Dulce – christina.dulce@deped.gov.ph
(632) 636-4878 / 633-7264 (telefax)

THANK YOU!
 PLANNING
(For school designated ICT Coordinators)

GOAL: Increase utilization of ICT

for teaching and learning via DCP
IMPLEMENTATION PLAN
TRAINING PLAN

● Venue and Schedule

● Technical
● Documentation
● Other Logistics
IMPLEMENTATION PLAN TEMPLATE

District:
School Name:
ICT Coordinator’s Name

Key Contacts:

Strategies:
1.
2.
Activity Person Responsible Start Date End date
IMPLEMENTATION PLAN TEMPLATE

Filename format:

District_School Name_
FirstName_LastName
Example Filename: Bauko I_Guinzadan ES_John_Doe.docx
IMPLEMENTATION PLAN TEMPLATE

Filename format:

Email it to:

loidaelaine.tibong@deped.gov.ph
with

Subject: ITP batch 1

 PLANNING
(For school designated ICT coordinators)

OUTPUT (by March 2017):

At least 1 training session conducted

Clear lab schedule in your school

End of day 3

http://tiny.cc/ictskills
End of day 3

Thank you for your

participation!