Electronic School-Based Management

27

Assessment Tool

SBM Level of Practice Description Score (s)

USER GUIDE
Level I Developing 0 < s < 1.5
Level II Maturing 1.5  s < 2.5
Level III Advanced 2.5  s  3

Field Technical Assistance Division

1 26
1. Introduction GA MPSSY 2018 2019  GA MPSSY 2017 2018
% of Inc.SY 2018 2019 = x 100%
GA MPSSY 2017  2018
The electronic School-Based Management Assessment Tool (eSBMAT) was developed 89  85 4
primarily to address the common concern of school heads of having to manually perform = x 100%  x 100%
85 85
multiple computations to determine the school’s level of practice. Computing manually the
= 0.047058 x 100%  4.71%
level of practice of a school is a tedious affair and runs the risk of getting inaccurate results
thereby compromising a year’s worth of effort and sacrifices on the part of the school in its  When averaged, these 3 would yield an API of 5.41% which falls within the
desire to achieve a higher score. The electronic version of the tool greatly simplifies and assists range “greater than or equal to 4% but less than 6%”. Under the Rating
this process. It can do in minutes what would take hours by hand. With this tool, a school and Equivalent Points, this is equivalent to 2. To get the final score for
head can avoid wasting time checking and rechecking the result of his computation and focus QUALITY, 2 is multiplied by 0.30 which is equal to 0.60.
on more important tasks. Moreover, it can be used as a planning tool that would help guide
the school head in setting targets that would improve the school’s level of practice.  In summary, the 3 performance indicators gained the following scores:
o ACCESS: 0.45
1.1 Who can benefit from using the eSBMAT? o EFFICIENCY: 0.25
 School Heads o QUALITY: 0.60
 SDO validators This gives a Sub-Total of 1.30 (Good).
 RO validators
 With all the 1’s, 2’s and 3’s entered for SY 2018-2019 in Sheet 4, the SBM
1.2 Key features of the eSBMAT Assessment Score Summary (Sheet 3) is finally complete with the final
 User-friendly and easily adaptable to an online system score of 2.05 (Better). This, together with the final scores for the 3
 Flexible to accommodate different types of data performance indicators, gives the final rating of 1.60 (described as
 Designed for perpetual use as long as current SBM policies remain in effect “Maturing” with a Level II classification.

2. Requirements

Minimum PC Requirements
 Microsoft Windows 7 / Vista / XP or higher
 Microsoft Excel 2010 or later

3. Getting Started

3.1 Download the tool at https://www.tinyurl.com/esbmat

3.2 Save a backup copy of the tool before using.
3.3 Double click the file, eSBMAT.xlsx
3.4 Click “Enable Editing”.
25 2
 The eSBMAT is a Microsoft Excel workbook with four (4) worksheets –
1. SBM Assessment Result, 2. Performance Indicators Data, 3. SBM
Assessment Score Summary and 4. SBM Assessment Score.

 The following computations show how the percentages of increase for

three (3) consecutive years were obtained using the formula. 1 2 3 4

 The ‘Performance Indicators Data’ sheet (2) and the ‘SBM

GA MPSSY 2016 2017  GA MPSSY 2015 2016 Assessment Score’ sheet (4) are the databases of the electronic tool.
% of Inc.SY 2016 2017 = x 100%
GA MPSSY 2015 2016 When using the tool for the first time, both databases are empty. The
80  76 4 user has to populate first the appropriate cells in each sheet. Results
= x 100%  x 100% of computations appear in Sheets 1 and 3.
76 76
 To start using the tool, click Sheet 2. Here, the user enters the baseline
= 0.052631 x 100%  5.26% school year at cell A5. The baseline school year is the school year which
precedes the current year by three (3) years.

GA MPSSY 2017  2018  GA MPSSY 2016 2017

% of Inc.SY 2017  2018 = x 100%
GA MPSSY 2016 2017
85  80 5
= x 100%  x 100%
80 80 Cell A5. Enter baseline school year
= 0.0625 x 100%  6.25% using the format, SY yyyy-yyyy.
3 24
 In the sheet below, the baseline school year is SY 2015-2016, while the  Computations for EFFICIENCY does not end here. Each of the scores for
current school year is SY 2018-2019. Four (4) school years make up one the three (3) indicators has to be added up and the sum is divided by 3.
assessment period. Since each got a score of 1, their sum is equal to 3 which when divided by
3 would yield a quotient equal to 1. This is multiplied by 0.25 giving a final
score of 0.25 for EFFICIENCY.

4.3 QUALITY (NAT MPS and GA MPS)

 The same formula applies regardless of what performance indicator (NAT
MPS or GA MPS) was used to evaluate QUALITY. However, the two
indicators use different baselines.
SY 2015-2016: Baseline school year
 The data for the NAT MPS is provided by the DepEd Central Office while
the GA MPS has to be determined by the school and verified by the
SY 2018-2019: Current school year Division Office through the documents submitted at the end of the school
year.
 Once the baseline school year is entered, all the empty cells below A5 will  The GA MPS is derived using the formula,
be automatically populated down to A49, a total of forty-five (45) school
Total GA SY N
years. GA MPSSY N = x 100%
Total Number of Pupils/Students SY N
 The next column with the header, “NAT MPS”, should be filled out with
the Mean Percentage Score (MPS) attained by the school in the National where, GA is the General Average of the Final Rating of a student.
Achievement Test (NAT) for a particular school year. It is a performance Example:
indicator for QUALITY. In case the school was not selected to take the General Average (GA) GA MPS
No. Student Final Rating (FR)
∑FR/7 ∑GA/8
NAT for a particular year, leave the cell for that year blank/empty.
1 A 85, 82, 86, 81, 89, 82, 83 84
2 B 78, 79, 83, 77, 80, 79, 77 79
3 C 75, 79, 78, 76, 77, 75, 78 77
81
4 D 79, 86, 82, 85, 80, 81, 81 82
5 E 85, 84, 87, 88, 92, 84, 84 86
647
6 F 80, 76, 81, 79, 78, 78, 79 79  80.875
8
7 G 84, 83, 80, 80, 83, 80, 82 82
8 H 78, 79, 76, 78, 77, 79, 79 78
TOTAL 647

 The following formula is used to find the % of Inc. for both NAT MPS and
GA MPS.

NAT/GA MPSSY N  NAT/GA MPSSY N 1

% of Inc.SY N = x 100%
NAT/GA MPSSY N 1
23 4
 The % of Inc. for the Cohort-Survival Rate (CSR) is computed using the  The third column with the header, “Baseline” (Column C), should contain
following formula: the minimum Mean Percentage Scores that a school must obtain to earn
points for Quality. The baseline is determined by the Regional Office and
CSR SY 2016 2017  CSR SY 2015 2016 is usually taken from the Regional MPS in NAT.
% of Inc.SY 2016 2017 = x 100%
CSR SY 2015 2016
380
0.900000 
= 450 x 100%  0.900000  0.844444
380 0.844444
450
0.056666
= x 100% = 0.065790 x 100%  6.58%
0.844444

CSR SY 2017  2018  CSR SY 2016 2017

% of Inc.SY 2017  2018 = x 100%
CSR SY 2016 2017
0.954545  0.900000 0.054545
= x 100%  x 100%
0.900000 0.900000
= 0.060605 x 100%  6.06%

CSR SY 2018 2019  CSR SY 2017  2018

% of Inc.SY 2018 2019 =
CSR SY 2017  2018
0.983333  0.954545 0.028788
= x 100% 
0.954545 0.954545
= 0.030159 x 100%  3.02%
 Ave. % of Inc. is computed as follows:
x 100%
 Data entered in the next column with the header, “Gross Enrolment”
x 100% (Column D) constitute the total number of students who enrolled in any
particular year regardless of age. These data will determine the school’s
performance in ACCESS.

% of Inc.SY 2016 2017 + % of Inc.SY 2017  2018  % of Inc.SY 20182019

Ave. % of Inc. = x 100%
3
0.065790+0.060605+0.030159 0.156554
= x 100% = x 100%
3 3
= 0.052184 x 100%  5.22%

Since an API of 5.22% falls within the range, “greater than or equal to 5% but less than 7%, it
earned a score of 1.
5 22
 For EFFICIENCY, three (3) performance indicators were used namely,
Dropout Rate, Completion Rate, and the Cohort-Survival Rate.
 Under Dropouts (Column E), the user enters the total number of
pupils/students who leave school before the school year is over. This does
not include those who finished a grade/year level but did not enrol in the
next grade/year level.

 The Cohort-Survival Rate is computed using the data below.

Gr.6/Gr.12 Enrolment SY 20162017

Cohort-Survival Rate SY 20162017 = x 100%
Gr.1/Gr.7 Enrollees SY 20152016
450
= x100%  0.900000 x 100%  90.00%
500

 The “Baseline” under the “Dropout Rate” refers to the maximum dropout rate
that a school may get to earn points for Efficiency. Again, the Regional Office Gr.6/Gr.12 Enrolment SY 2017  2018
Cohort-Survival Rate SY 2017  2018 = x 100%
decides on the value of the baseline for the Dropout Rate. Gr.1/Gr.7 Enrollees SY 2012 2013
525
= x100%  0.954545 x 100%  95.45%
550

Gr.6/Gr.12 Enrolment SY 20182019

Cohort-Survival Rate SY 20182019 = x 100%
Gr.1/Gr.7 Enrollees SY 20132014
590
= x 100%  0.983333 x 100%  98.33%
600
21 6
 Ave. % of Inc. is computed as follows:  The “Gr. I/Gr. VII Enrolment” under the “Completion Rate” is the general level
of participation in Grade 1 / Grade 7 five (5) years ago relative to a particular
% of Inc.SY 2016 2017 + % of Inc.SY 2017  2018  % of Inc.SY 20182019 school year. This number includes those who repeated Grade 1 / Grade 7.
Ave. % of Inc. = x 100%
3 When the baseline school year is entered in A5, the “School Year” under Gr.
0.191176+0.040404+0.041262 0.272842 I/Gr. VII Enrolment column (G5:G49) will be automatically populated. The
= x 100% = x 100% data to be entered under “Enrollees” should correspond to these school years
3 3
and not to those found under Column A, hence the blue font color.
= 0.090947 x 100%  9.09%
 Since an API of 9.09% falls within the range, “greater than or equal to 7%
but less than 10%, the API is given a score of 2.
 Just like the Dropout Rate, the Completion Rate would have some
instances where % of Inc. is equal to 0.00% due to the following:
o There was no increase.
o There was decrease in the Completion Rate.
o The rate is not greater than or equal to the baseline for that
particular year.

 “Graduated” (Column I) pertains to the number of pupils/students in the

column, “Enrollees” (Column H) who graduated Grade 6 / Grade 12 in a
specific school year (Column A).

a. SY 2016-2017: Completion Rate increased but failed to reach the baseline.

b. SY 2017-2018: Completion Rate increased and exceeded the baseline by 3.64%
c. SY 2018-2019: Completion Rate exceeded the baseline by 1.50% but decreased.
d. The API which is 5.68 is equivalent to 1 point since it falls within the range,
“greater than or equal to 5% but less than 7%.

 The last indicator for EFFICIENCY is the Cohort-Survival Rate. It measures

the percentage of a batch of pupils / students who enrolled in Grade 1 /
Grade 7 and were able to reach Grade 6 / Grade 12. The formula used to
compute the Cohort-Survival Rate is shown below:  The “Baseline” (Column J) under the “Completion Rate” is the minimum
completion rate a school may sustain to earn points for Efficiency and is
Gr.6/Gr.12 Enrolment SY N determined by the Regional Office.
Cohort-Survival Rate SY N = x 100%
Gr.1/Gr.7 Enrollees SY N 5
7 20
Completion Rate SY 20162017  Completion Rate SY 20152016
% of Inc.SY 20162017 = x 100%
Completion Rate SY 20152016
340
0.900000 
= 450 x 100%  0.900000  0.755556 x100%
340 0.755556
450
0.144444
= x 100% = 0.191176 x 100%  19.12%
0.755556
 The third indicator of Efficiency is the Cohort-Survival Rate. This requires data on Graduated SY 2017  2018
Completion Rate SY 2017  2018 = x 100%
the number of pupils/students under “Enrollees” who enrolled in Grade 6 / Grade Enrollees SY 2012-2013
12. These data are indicated under the column, “Gr. VI/Gr. XII Enrolment”
515
(Column K). = x100%  0.936364 x 100%
550
= 93.64%

Completion Rate SY 2017 2018  Completion Rate SY 2016 2017

% of Inc.SY 2017 2018 = x 100%
Completion Rate SY 20162017
0.936364  0.900000
= x 100%
0.900000
0.036364
= x 100% = 0.040404 x 100%  4.04%
0.900000
 The “Baseline” for the “Cohort-Survival Rate” is the lowest cohort-survival rate Graduated SY 2018 2019
Completion Rate SY 2018 2019 = x 100%
that would earn points for the school in EFFICIENCY. The Regional Office sets Enrollees SY 2013-2014
down the rate for this baseline.
585
= x100%  0.975000 x 100%
600
= 97.50%

Completion Rate SY 20182019  Completion Rate SY 2017 2018

% of Inc.SY 20182019 = x 100%
Completion Rate SY 2017  2018
0.975000  0.936364
= x 100%
0.936364
0.0038636
= x 100% = 0.041262 x 100%  4.13%
0.936364
19 8
Graduated SY N  As mentioned earlier, a school may not have been selected to participate
Completion Rate = x 100% in the National Achievement Test. This may happen not only for a
Enrollees SY N 5
particular year but for several years, intermittently or in succession. This
renders the school without the complete data for four (4) consecutive
 On the other hand, the percentage of increase (% of Inc.) is computed years under “NAT MPS”. To work this out, the school has to keep a record
with the following formula: of the Mean General Average (MGA) of pupils/students who are supposed
to take the NAT if the school was selected. The MGA of the higher level
Completion Rate SY N  Completion Rate SY N 1 should be used in case two (2) levels in a course (elementary or secondary)
% of Inc.SY N = x 100%
Completion Rate SY N 1 participated. If in a particular year, if Grades 10 and 12 will participate in
the NAT, then the MGA for Grade 12 should be used.
 The MGA of a school is the quotient of dividing the sum of all General
Averages in a certain grade level by the total number of students in the
said grade level.
 The “Baseline” for the Mean General Average is the least MGA that would
earn points for Quality. The Regional Office determines this baseline.

 The Completion Rates as well as the % of Inc. were computed using the
formula and the data above.

Graduated SY 2016 2017

Completion Rate SY 2016 2017 = x 100%
Enrollees SY 2011-2012
450
= x 100%  0.90 x 100% “School Head” simply refers to the school administrator in a particular school year.
500
= 90.00%
9 18
% of Dec.SY 2016 2017 + % of Dec.SY 2017  2018  % of Dec.SY 2018 2019
Ave. % of Dec. = x 100%
3
0.406057+0.686826+0.721363 1.814246
= x 100% = x 100%
3 3
= 0.604748 x 100%  60.47

 Since 60.47 falls within the range “greater than or equal to 50% but
less than 75%,” a score of 2 is given.
 “Validators” are Regional and/or Division Education Program Supervisors
tasked to substantiate the contents of the tools with documents
provided by the school head as means of verification.

 There are instances that the % of Dec. may be equal to 0.00%. Some of
these cases may be due to the following:
o There was no decrease
o There was increase in the Dropout Rate.
o The rate is not less than or equal to the baseline for that
 After accomplishing Sheet 2 (Performance Indicators Data), click Sheet 4 particular year.
(SBM Assessment Score).

 Since an APD of 33.32% falls within the range, “greater than or equal to
25% but less than 50%, a score of 1 is given.

The next indicator for EFFICIENCY is the Completion Rate. It measures the percentage of Grade
1 / Grade 7 entrants who graduate in elementary / secondary. It uses the formula on the next
page.
17 10
 To compute for the % of Dec. for SY 2016-2017, the Dropout Rate for  Scoring the SBM practice in this worksheet is guided by the four principles
SY 2015-2016 should also be determined. of ACCESs (A Child- and Community-Centered Education System) which
are “Leadership and Governance”, “Curriculum and Instruction”,
Dropouts SY 2015 2016 “Accountability and Continuous Improvement” and “Management of
Dropout Rate SY 2015 2016 = x 100%
Gross Enrolment SY 2016 2016 Resources”.
138  For each of these indicators, there exist structured mechanisms,
= x 100%  0.102222 x 100% processes and practices. A school head needs to perform self-assessment
1350
based on these indicators together with a rating scale.
= 10.22%  Each answer option in the rating scale is elaborately explained for the
user. Answer options are 1, 2 and 3. Descriptions of each may be viewed
by hovering over the cell where the indicators are located.
Dropout Rate SY N 1 - Dropout Rate SY N
% of Dec.SY N = x 100%
Dropout Rate SY N 1

Dropout Rate SY 2015 2016 - Dropout Rate SY 20162017

% of Dec.SY 2016 2017 = x 100%
Dropout Rate SY 2015 2016
0.102222  0.060714 0.041508
= x 100%  x 100%
0.102222 0.102222
= 0.406057 x 100%  40.61

Dropout Rate SY 2016 2017 - Dropout Rate SY 2017 2018

% of Dec.SY 2017  2018 = x 100%
Dropout Rate SY 20162017
0.060714  0.019014 0.0417
= x 100%  x 100%
0.060714 0.060714
= 0.686826 x 100%  68.68

Dropout Rate SY 2017  2018 - Dropout Rate SY 20182019 Hover over the cell Descriptions of the
% of Dec.SY 2018 2019 = x 100% with the mouse rating scale.
Dropout Rate SY 2017  2018
pointer to show the
0.019014  0.005298 0.013716 descriptions of the
= x 100%  x 100%
0.019014 0.019014 rating scale.
= 0.721363 x 100%  72.14
11 16
 Through self-evaluation, the school head should be able to assess the  To show how these formulas work, the Dropout Rates of 6.07% (SY 2016-
status or performance of his/her school relative to a certain indicator. All 2017), 1.90% (SY 2017-2018) and 0.53% (SY 2018-2019) were computed
indicators in a particular school year should have been scored to complete as shown below.
the 40% SBM Assessment Score (DOD) for that school year.
 Means of Verification (MOV) should be presented to substantiate each
score. In the event that no MOV can be presented for an indicator, the
school would get a score of 0 for said indicator.
 If all indicators for a particular school year had been rated in Sheet 4 (SBM
Assessment Score), Sheet 3 would appear just like what is shown below.

Dropouts SY 2016 2017

Dropout Rate SY 2016 2017 = x 100%
Gross Enrolment SY 2016 2017
85
= x100%  0.060714 x 100%  6.07%
1400

 At this point, all required data have already been entered and the user Dropouts SY 2017  2018
Dropout Rate SY 2017  2018 = x 100%
may now find their corresponding scores and the school’s final rating. Gross Enrolment SY 2017  2018
 Click SBM Assessment Result (Sheet 1). The image in the next page 27
partially shows the contents of Sheet 1. = x100%  0.019014 x 100% = 1.90%
1420
 The upper part of the sheet requires some information from the user
before the results can be displayed:
Dropouts SY 20182019
1. School Year to be validated Dropout Rate SY 20182019 = x 100%
2. Name of School Gross Enrolment SY 20182019
3. Division 8
= x100%  0.005298 x 100% = 0.53%
1510
15 12
1420  1400 20 4. Course Level (A dropdown menu shows two options (Elementary
% of Inc.SY 2017  2018 = x 100%  x 100%
1400 1400 and Secondary). The user has to click one appropriate for the
school.
= 0.014286 x 100%  1.43%
5. Conforme – The school head should affix his/her signature in the
1510  1420 90 printed copy of Sheet 1 after the validation process to show that
% of Inc.SY 2018 2019 = x 100%  x 100%
1420 1420 he/she agrees with the result.
= 0.063380 x 100%  6.34%
 Since the names of the school head and validators had already been
 The Ave. % of Increase of 3.82 is obtained using the formula, entered in Sheet 2, they will automatically appear after the school year
had been entered.
% of Inc.SY 20162017  % of Inc.SY 2017 2018  % of Inc.SY 2018 2019
Ave. % of Inc. = x100%
3
3.70%  1.43%  6.34%
=
3 1
11.47%
=  3.823434% 2 3
3 4 5
= 3.82%

 Using the Rating and Equivalent Points, since 3.82 % is not lower than 3%
and not equal to or higher than 5%, the performance of the school under
Access is “Marginal” which earned for the school a score of 1.
 This, in turn, is multiplied by 45% (0.45) which results to a final score of
0.45 for ACCESS.

4.2 EFFICIENCY (Dropout Rate, Completion Rate and Cohort-Survival Rate)

 Efficiency is determined by three (3) performance indicators namely,
Dropout Rate (DR), Completion Rate (CR) and Cohort-Survival Rate (CSR).
The Percentage of Decrease for the Dropout Rate is computed using the
following formula.
Dropout Rate SY N 1 - Dropout Rate SY N
% of Dec.SY N = x 100%
Dropout Rate SY N 1

 The Dropout Rate, on the other hand, is computed by the formula,

Dropouts SY N
Dropout Rate SY N = x 100%
Gross Enrolment SY N
13
 It was mentioned earlier that QUALITY may use as an indicator the Mean
General Average (GA MPS) if the school has no data for NAT MPS for four
(4) consecutive years. At the lower portion of Sheet 1, the user has to
choose which indicator will be used between NAT MPS and GA MPS by
clicking the dropdown menu and the appropriate indicator.
14
 In the image below, the “50” opposite SY 2016-2017 is taken from the
difference between 1400 (GE for SY 2016-2017) and 1350 (GE for SY 2015-
2016); “20” opposite SY 2017-2018, from the difference between 1420
(GE for SY 2017-2018) and 1400 (GE for SY 2016-2017); and “90” opposite
SY 2018-2019, from the difference between 1510 (GE for SY 2018-2019)
and 1420 (GE for SY 2017-2018).

 The school is now ready for validation.

4. Computations

4.1 ACCESS (Gross Enrolment Increase)  On the other hand, the % of Inc. is determined using the given
 Of the three (3) Thematic Areas, Access which is equivalent to 45% formula.
constitute the largest part of the Performance Improvement Area (60% of
the total score). To compute for Access, four (4) consecutive years of Gross GE SY 2016 2017 - GE SY 2015 2016
Enrolment is required. % of Inc.SY 2016 2017 = x 100%
GE SY 2015 2016
 The percentage of increase for three school years is computed using the
formula below. 1400  1350 50
= x 100%  x 100%
Current GE - Previous GE 1350 1350
% of Inc. = x 100% = 0.0370370 x 100%  3.70%
Previous GE

where, GE = Gross Enrolment. The same applies to SY 2017-2018 and SY 2018-2019.

x