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DepEd MIS Framework

Material Resources Information System (MRIS)


Basic Education Information System (BEIS)

Human Resources Information System (HRIS)

Financial Management Information System (FMIS)

The systems linked through shared School-ID.

The BEIS represents statistical data based on straightforward counts (e.g., number teachers, or pupils, in a school, the number of instructional rooms, school furniture (desks, sets of tables and chairs and armchairs). The unit for the analysis of statistical data is institutional: individual schools at the lowest level, at higher levels, school districts, divisions, regions or the national education system as a whole.

The systems are coordinated not integrated.

DepEd MIS Framework


Material Resources Information System (MRIS)
Basic Education Information System (BEIS)

Human Resources Information System (HRIS)

Financial Management Information System (FMIS)

In the HRIS, the unit of analysis is the person rather than the institution: an individual record is required for each staff member, teacher or non-teacher, employed in the education system.

The systems linked through shared School-ID.

The systems are coordinated not integrated.

DepEd MIS Framework


Material Resources Information System (MRIS)
Basic Education Information System (BEIS)

Human Resources Information System (HRIS)

Financial Management Information System (FMIS)

The systems linked through shared School-ID.

When fully developed, the MRIS will include detailed data about physical facilities: the materials used in the construction of classrooms, for example, their state of repair, their dimensions. Detailed data concerning school desks, textbooks and others will also be included. Geographical information concerning the location of the school and its access to services will be likewise included.

The systems are coordinated not integrated.

DepEd MIS Framework


Material Resources Information System (MRIS)
Basic Education Information System (BEIS)

Human Resources Information System (HRIS)

Financial Management Information System (FMIS)

The FMIS shall link to all the others: financial resources are needed for the development of all aspects of an education system. In particular, there is a close link between financial data and payroll data, which shall be included in the HRIS. In the Philippines as in most other countries, teachers salaries account for well over 80% of the total education budget.

The systems linked through shared School-ID.

The systems are coordinated not integrated.

Historical Development of BEIS


Original Manual System Until 1993, school data gathered and analyzed manually. Data entry errors and lack of coordination led to conflicting statistics. Increasing volume of work led to processing delays.

Historical Development of BEIS


Early attempts to computerized system During the late 1980s, there were two (2) attempts to computerize the collection and analysis of school data. Software development outsourced in both cases. However, there were problems in installation and utilization. Neither system became functional.

Historical Development of BEIS


UDGS : The first computerized system UDGS (Unified Data Gathering System) developed in 1993. Software development outsourced. Despite bugs and errors in the program, UDGS used for data analysis and preparation of Statistical Bulletins between 1993 and 2001.

Historical Development of BEIS


BEIS Components Module 1 - BEIS Quick Counts
(Summary data, Government schools only)

Module 2
Module 3

- BEIS School Statistics


(Full data, Government and Private schools)

- BEIS Performance Indicators

Historical Development of BEIS


BEIS : The new computerized system Development started in August 2002. First step: development of new BEIS data gathering instruments: (drafting, field testing, and finalization). Provision for manual validity checking included.

Historical Development of BEIS


BEIS Flexibility Software development entirely by the Research and Statistics Division (RSD), Office of Planning Service (OPS) team, DepEd Central Office Software is written in Visual Basic Application in MS Excel Software development team members trained in VBA in Excel for 72 contact hours.

Drafting, field testing and finalization of BEIS Data Gathering Instruments

Regional Office Central Office

Divisional Office

BEIS Data Gathering Instruments


DepEd Order No. 48, Regular Annual Collection and Processing of Basic Education Data Government Elementary School Profile (GESP) Government Secondary School Profile (GSSP) Private School Profile (PSP)
designed to capture the basic education data and is distributed to all government and private elementary and secondary schools;

DepEd Administrative Structure


17 Regional Offices

180 Divisional Offices, SY 2002-2003

2,273 District Offices


36,234 Government Elem. Schools 4,422 Government Sec. Schools 4,529 Private Elem. Schools 3,261 Private Sec. Schools

Data collection, processing and submission activities


Central Region Schools Central Region Region

Division
District / Schools

District
Division

Division

Division

BEIS
instruments

Orientation of regional and divisional teams to BEIS data gathering instruments, and dissemination to the schools (July-August)

Retrieval of accomplished BEIS data gathering instruments (end of Sept)

Manual validation of data

Dissemination of BEIS Quick Count System (Module 1) by DepEd Central

(Sept-Oct)

(Sept)

Data collection, processing and submission activities


Division Central Region Central Region

Division

Division

Processing of BEIS Quick Counts data by the Division Offices (Oct-Nov)

Submission of BEIS Quick Counts data to DepEd Regional Office & Central Office (Nov-Dec)

Dissemination of BEIS SSM (Module 2)

Processing of BEIS SSM (Module 2) (Dec-Feb)

(Nov-Dec)

Data collection, processing and submission activities Central


Central Region Region Division

Timeframe = 9 Months
Submission of BEIS SSM (Module 2) Generation of School Year Basic Education Statistics and BEIS Performance Indicators (Module 3) (Mar-Apr)

(end of Feb)

This years data within the year

BEIS : Primary MIS of the Department of Education

BEIS processes and generates the data needed for planning, budget preparation, resource allocation and performance indicators. BEIS analyzes teacher deployment, instructional rooms allocation and pupil/student seating ratio. BEIS evaluates the performance of the education sector in terms of the EFA indicators and other related indicators.

Features of the BEIS Streamlined data gathering instruments with manual checks for internal consistency; Quick counts to provide budget data from schools within the year; Capable of disaggregating by legislative district, municipality/city, municipality class, urban/rural classification and by gender;

Features of the BEIS Automated reporting for teacher deployment, instructional room analysis and school furniture analysis; Decentralized encoding at the divisional level; Unique School ID; Software provides computerized validity checks during data input.

BEIS School Index Number System DepEd


Region-ID
Public Secondary Private Elem.& Sec.

Local Government
Prov./ City-ID

School Division-ID

Municipal. ID School-ID Mother School ID Annex School ID Leg. District-ID

Public Elementary

School District-ID

BEIS School-ID system provides flexibility. DepEd or Local Government affiliation of school can change without necessitating change in School-ID.

Mun. Income Class ID

Urban/Rural-ID

BEIS Quick Count System (Module 1)

The BEIS Quick Count System (Module 1) Quick Count involves only four major variables required for budget planning:
Enrolment Teacher numbers (nationally-funded only), Instructional room provision Seating provision These can be used to generate ratios
Pupil : Teacher Ratio, Pupil : Instructional Room Ratio, Pupil : Seat Ratio, indicating where the main shortages, and surpluses, are located.

The BEIS Quick Count System (Module 1) Training Workshop

Date: October 14-29, 2002 (3 Batches) DepEd Order No. 211, s. 2002 Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

Teacher Deployment Analysis (Rainbow Spectrum)


Pupil : Teacher Ratio
Less than 25 25.00 29.99 30.00 34.99 35.00 39.99 40.00 44.99 45.00 49.99 More than 50.00 No Teacher Available

Color Code
Blue Sky Blue Green Yellow Gold Orange Red Black

Remarks
Excessive Surplus Teacher Provision Surplus Teacher Provision Generous Teacher Provision National Mean Ratio Manageable Ratio Moderate Teacher Shortage Severe Teacher Shortage No Nationally-Funded Teacher

Instructional Room Analysis (Rainbow Spectrum)


Pupil:Room Ratio
Less than 46 46.00 50.99 51.00 55.99 More than 56 No Classroom Available

Color Code
Blue Yellow Gold Red Black

Remarks
Meet Republic Act 7880 with one shift Fails to meet RA 7880 with one shift Does not meet RA 7880 even with double shifting Does not meet RA 7880, schools with severe shortage of classrooms No existing instructional rooms

Republic Act 7880 An Act providing for the Fair and Equitable Allocation of the Department of Education Budget for Capital Outlay. Classroom Shortage refers to the number of classrooms whose construction in considering the number of students divided by the existing number of classrooms shall result in a student : classroom ratio of 45:1. Classrooms shall mean those exclusively used for instructional purposes and shall exclude offices, libraries, laboratories, workshops and the like.

Output in BEIS Quick Counts Module

School Furniture Analysis (Rainbow Spectrum)


Pupil:Seat Ratio
Less than 0.49 0.50 0.69 0.70 0.89 0.90 1.00 1.01 1.99 2.00 2.99 More than 3.00

Color Code
Blue Sky Blue Green Yellow Gold Orange Red

Remarks
Two-seats per pupil even in one-shift schools Surplus seat provision Generous seat provision Adequate in one-shift schools Adequate in two-shift schools More than 2 pupils per seat; Inadequate in two-shift schools More than 3 pupils per seat; Severe shortage in twoshift schools

No Seats Available

Black

No existing seats

BEIS School Statistics System (Module 2)

The BEIS School Statistics System (Module 2) The BEIS School Statistics System includes a wider range of variables (e.g., enrolment, classes, repeaters, dropouts, teachers workloads, locallyhired teachers, etc.)

The BEIS School Statistics System (Module 2) Training Workshop

Date: March 17 April 29, 2003 (6 Batches) DepEd Order No. 77, s. 2003 Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

BEIS for Private Schools

The BEIS for Private Schools

BEIS Performance Indicators System (Module 3)

The BEIS Performance Indicators System (Module 3)

The BEIS Performance Indicators System calculates EFA and other related education indicators (e.g., participation rate, cohort-survival rate, gross enrolment ratios, etc.)

The BEIS Performance Indicators (Module 3) Training Workshop

Date: Sept. 16-18, 2003 DepEd Order No. 316, s. 2003 Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

The BEIS Performance Indicators (Module 3) Training Workshop

The BEIS Performance Indicators Module

BEIS - MAPS

National Teacher Deployment, SY 2002-2003


Elementary Schools
National PTR = 35.75

Secondary Schools
National STR = 40.20

Regional Teacher Deployment, SY 2002-2003 National Capital Region


Elementary Schools
Kalookan City PTR = 49.3 Valenzuela City PTR = 44.55

Secondary Schools
Kalookan City STR = 46.75 Valenzuela City STR = 46.69

Quezon City PTR = 46.65 Malabon & Navotas PTR = 42.55 Marikina City PTR = 39.21

Quezon City STR = 37.68 Malabon & Navotas STR = 47.7 Marikina City STR = 43.15

Manila PTR = 26.21 Makati City PTR = 33.2 Pasay City PTR = 32.81

Mandaluyong City PTR = 35.54 Pasig City and San Juan PTR = 41.73

Manila STR = 18.9 Makati City STR = 37.12 Pasay City STR = 37.16

Mandaluyong City STR = 35.55 Pasig City and San Juan STR = 36.07

Paraaque City PTR = 46.95 Las Pias City PTR = 53.74

Taguig & Pateros PTR = 47.26

Paraaque City STR = 40.58 Las Pias City STR = 50.28

Taguig & Pateros STR = 44.6

PTR/STR - 24.99 25.00 - 29.99 30.00 - 34.99 35.00 - 39.99 40.00 - 44.99 45.00 - 49.99 50.00 + No Teachers No Data

Muntinlupa City PTR = 50.93

Muntinlupa City STR = 47.53

Divisional Teacher Deployment, SY 2002-2003 Secondary Schools


Liberty NHS STR = 16.71 Loreto NHS STR = 31.29

Tubajon NHS STR = 25.67 P laridel NHS STR = 27 Tag-abaca NHS STR = 37.1 M elgar NHS STR = 19 Sering NHS STR = 35.75 Rizal NHS STR = 36.33 Don Ruben E . E cleo Sr. M NHS STR = 35.61 Dinagat School of Fisheries STR = 20.94 R. E . E cleo, Sr. NHS Cagdianao NHS STR = 35.89 Asa NHS STR = 39 Sta. Cruz NHS STR = 28.04 P lacer NHS STR = 39.67 Cam po NHS STR = 30.91 Albor NHS STR = 40.62 P Legend TR/STR Legend -0.49 24.99 45.99 0.50 - 25.00 0.69 29.99 46.00 50.99 0.70 - 30.00 0.89 34.99 51.00 55.99 0.90 - 35.00 1.00 39.99 56.00 + 1.01 - 40.00 1.99 44.99 No Classroom 2.00 45.00 -2.99 49.99 s No Data 3.00 50.00 ++ No Teachers Furniture No Data

Surigao Del Norte NHS STR = 36.3 T.S P antilo, Sr. M NHS STR = 32.14 San Francisco NHS STR = 39.14 Balite NHS STR = 25.54

M atin-ao NHS STR = 30.04 M asgad NHS STR = 48.47 Cantapoy NHS STR = 27 Villa Riza NHS STR = 10.4

Claver NHS STR = 31.67

M ainit NHS STR = 26.9 Tim am ana NHS STR = 32.27 Tubod NHS STR = 39.86

Gigaquit Nat'l. Sch. of Hom e Industries STR = 26.42 Bacuag Nat'L AgroIndust'L Sch. STR = 0 Alegria NHS STR = 36.37

Divisional Teacher Deployment, SY 2002-2003 Secondary Schools

Future Plans for BEIS Development Enhancement Incorporate additional data requirements (special schools, madrasah, OSY data, ALS) Improve the capability of the system in handling data analysis Linking of all secondary schools BEIS data to school maps

Future Plans for BEIS Development Upgrading of MS-Excel BEIS to MS-SQL BEIS In-house development of the system Re-training of BEIS development team Upgrading of IT equipment Installation of BEIS in the DepEd Website Data Utilization Provide training for regional and divisional managers and planners in the utilization of BEIS data to support local decision-making.

Future Plans for BEIS Development Advocacy Conduct orientation on BEIS with stakeholders
Educators Legislators Local Government Units (LGUs) Non-Government Organizations (NGOs) General Public