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

Region

Central
Ofce

May

June

July

1. Prepare
parameters for
Beginning SY
Reporting
2a. Create Profile
for Newly
Established
Schools

2b. Update
school profile
(integrated,
annexes)

School

Division

EBEIS
Update
Masterlist
of Schools

2c. Update school

profile (school
head, programs,
operational stat)
4. Schools prepare
GESP/GSSP/ PSP &
encode non-enrolment
data (July 1, 2015)

LIS

3. Enroll Learners (June 29, 2015)

August

6a. Generate
Beginning of SY
National Perf.
Indicators and Reports

6. Summarize learner
enrolment by school
(Aug 17)

Central
Ofce
Region
Division
School

September

LIS

5. Monitor data submission and provide

technical assistance to schools & CLCs

3. Enroll BOSY
Learners until Aug, 14
4. Encode & finalize GESP/GSSP/ PSP
until Aug. 21, 2015

EBEIS

6b. Generate Beginning

of SY Regional Perf.
Indicators and Reports

6c. Generate Beginning

of SY Division Perf.
Indicators and Reports

6d. Generate
Beginning of SY Perf
Indicators

School

Division

Region

Central
Ofce

September

October

7. Issue guidelines
for School Building
Inventory

November
10. Summarize and report
SY 2015 building inventory
by school

EBEIS

9. Monitor submission and

provide technical assistance to
schools

8. Schools update SY 2015

school building inventory
(October 1 - 31)

March

April

May

School

Division

Region

Central Ofce

1. Prepare parameters for

beginning of SY
Reporting
12. Summarize EOSY
learner data (May 31)

2a/b. Create Profile for Newly

Established Schools & update
profile of integrated schools and
annexes

LIS

EBEIS
2c. Update school profile (school
head, programs, operational stat)

11, Update EOSY learner status

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

eation and updating of Class Adviser rec

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 learners 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 EO
SY

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 Ofcer 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

Thank You and

GOD BLESS!
Presented by: Amelia L.
Cortidor
Planning Officer
II