REGION VI Western Visayas Division of Iloilo DISTRICT OF DUEAS

e-Forms for Elementary and Secondary Schools

Alfonso C. Corpuz Division of Iligan City
May 3 - 5, 2012

Observation on current state of DepEd Forms

It observed that forms require regular monitoring regular submission calculations table look-up

Guide observations on current DepEd Forms

It was also considered that forms take lots of time to do makes teachers less productive in other areas are notoriously non-uniform in appearance are notoriously confusing to new teachers
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Objectives of the e-Forms

The teachers must experience submission of forms to be less hectic data generation to be automatic teachers to have more time for (checking, monitoring) Make the appearance of submitted forms more uniform

Construction of e-Forms
We recognized the following things Forms are basically accounting data and should be treated as such Spreadsheets were designed for formatted accounting and computation But spreadsheets are harder to use than presentation and word processors

Construction of e-Forms
We also recognized the following things Computer programs were designed to minimize calculations and formatting A little programming on our part help in determining how to minimize data entry and maximize computation and formatting

Background of e-Forms
ICT Coordinator Principal E-Forms Designer

DIVISION WIDE SEMINAR

Division ICT Coordinator Superintendent Microsoft

Analysis of Form Submission

Schedule Subject Teacher Adviser Teacher As Needed CLASS RECORD SCHOOL REGISTER CLASS RECORD FORM 137 FORM XV Equivalent Record Form Leave Form Daily DTR Attendance SHEET DTR Weekly CLASS RECORD SCHOOL REGISTE R CLASS RECORD FORM 137 FORM 2
Monthly Quarterly Semester

Annual

MPS MPS GRADING SHEET MASTER SHEET FORM 137 REPORT CARD

PAST FORM PAST FORM FORM 18 PDS Form

Nutrition al STATUS
PFSTT FORM

Analysis of Data Flow in Forms

Adviser Info Form FORM 1 School Register DTR

ADVISORY CLASS RECORD

ADVISORY CLASS RECORD

Nutritional Status and Guidance Form

FORM 2 Teachers Month Report of Enrolment and Attendance

MPS

GRADING SHEETS

MASTER SHEET

FORM 137

REPORT CARD

(CB)-PAST Form

FORM 18
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Other Required Forms

Advisory Class Record, Grading Sheet and MPS
LEAVE FORM Adviser Info Form

PDS FORM

Form 29 / 30 (CB)-PAST FORM

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For Use
Received folders must be copied, with the original must remain unedited. The back-up copy served then as your working folder that you can rename to match the year you used it.
Example, all contents of the e-FORMS folder must be copied to a folder aptly named after you (include year too Such as ALs FORMS 2006).

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For Use (continued)

An adviser must first fill-out the Adviser Info Form worksheet with current data. The data here are reflected on other Forms automatically. DO NOT RENAME the files as it will cause the functions and links of the files to unlink. A subject teacher need only the Class Records labeled Subject 1 to Subject 9 In latest Version 8.0, a reformatted Form 18-A was done with a better logic in determining the Prom. or Ret., Adviser Data automatically gives a list of divisions when choosing a specific region. This allows users on all regions of the Philippines to use it.

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Advantages
Since forms have repeated data, the Excel files do the repetition for you by linking or looking-up data from the Adviser Form, Form 1 or Grading Sheets. You only provide data that specific for the forms to be submitted. Data that can be determined from formula calculations, links or look-up tables are done by Excel and releases the teacher from the tedious job of looking-up for them.
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Advantages (continued..)
Formatting is done by Excel as well although column changes must be performed by the user for print-resizing. Some forms are already available for printing as soon as data in School Register or Class Record are ready. The schools duplicating machine will not be used as much to provide copies of blank forms and therefore reduce the expenses for ink and toners.
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Disadvantages
Automated data is not easy to override due to data protection (i.e. formulas) Grades in the CLASS RECORD can be modified. Additional time to face the computer Have a student assistant to enter Form 1 data / Class Record data. Whenever possible, perform your data entry at school and not at home. Risk of Data Loss is always present Always have a hard copy in case of power failure, disk failure or related instances. Additional personal paper and ink expenses. Have the school provide the paper and use dot-matrix printer whenever available.
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Question and Answer

Does it mean that we should forget our paper copies? No. Our paper copy remains as the original copy. The computer merely help facilitate data generation How many times do we have to use the e-Form files? Based on the frequency and submission table shown. Once a week is the best we can use. What do we do next school year? Do we wait for you to give us a new copy? No. An electronic manual was provided to guide you in the yearly use of the files. Always have a BLANK copy of the files for you to copy to your new folder.

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Question and Answer(continued)

Do we do away with the sheets of forms already printed out? No. The best way is to actually use the available forms (or whats left of the sheets of forms) until they actually run out. How do we edit wrong data reflected in our forms? EDIT the linked file. Usually, either
ADVISER INFO FORM if wrong data about the school or teacher or Grading System FORM 1-School Register if wrong data concerning the student ADVISORY GRADING SHEET if wrong data about the grades CLASS RECORD (or Subject1 to Subject9) Wrong data for grade computed

How do we use it immediately? SEE DEMO

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