n Dep Ed MIS Framework Material Resources Information

n Dep. Ed 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 systems are coordinated not integrated. 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.

n Dep. Ed 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 systems are coordinated not integrated. 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.

n Dep. Ed 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 systems are coordinated not integrated. 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.

n Dep. Ed 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 systems are coordinated not integrated. 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.

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

n Historical Development of BEIS n Early attempts to computerized system n n n During the late 1980 s, 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.

n Historical Development of BEIS n UDGS : The first computerized system n n n 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.

n Historical Development of BEIS n BEIS Components n Module 1 - BEIS Quick Counts (Summary data, Government schools only) n Module 2 - BEIS School Statistics (Full data, Government and Private schools) n Module 3 - BEIS Performance Indicators

n Historical Development of BEIS n BEIS : The new computerized system n n n 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.

n Historical Development of BEIS n BEIS Flexibility n n n Software development entirely by the Research and Statistics Division (RSD), Office of Planning Service (OPS) team, Dep. Ed 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.

n Drafting, field testing and finalization of BEIS Data Gathering Instruments Regional Office Central Office Divisional Office

BEIS Data Gathering Instruments Dep. Ed 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;

Dep. Ed 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 Division District / Schools Division Central Region 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 (Sept-Oct) Dissemination of BEIS Quick Count System (Module 1) by Dep. Ed Central (Sept)

Data collection, processing and submission activities Division Central Region Division Processing of BEIS Quick Counts data by the Division Offices (Oct-Nov) Submission of BEIS Quick Counts data to Dep. Ed Regional Office & Central Office (Nov-Dec) Division Dissemination of BEIS SSM (Module 2) Processing of BEIS SSM (Module 2) (Nov-Dec) (Dec-Feb)

Data collection, processing and submission activities Central Region Division Timeframe = 9 Months Submission of BEIS SSM (Module 2) (end of Feb) Generation of School Year Basic Education Statistics and BEIS Performance Indicators (Module 3) (Mar-Apr)

“ This year’s data within the year”

n BEIS : Primary MIS of the Department of Education n 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.

n Features of the BEIS n n n 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;

n Features of the BEIS n n 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.

n BEIS School Index Number System Local Government Dep. E d Prov. / City. ID Region-ID Public Secondar Private y Elem. & Sec. School Division -ID Public Elementar y School District-ID BEIS School-ID system provides flexibility. Dep. Ed or Local Government affiliation of school can change without necessitating change in School-ID Mother School ID Annex School ID Municipal. ID Leg. District-ID Mun. Income Urban/Rural-ID Class ID

BEIS Quick Count System (Module 1)

n The BEIS Quick Count System (Module 1) n Quick Count involves only four major variables required for budget planning: n n 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.

n The BEIS Quick Count System (Module 1) Training Workshop Date: October 14 -29, 2002 (3 Batches) Dep. Ed Order No. 211, s. 2002 Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

n Teacher Deployment Analysis (Rainbow Spectrum) Pupil : Teacher Ratio Color Code Remarks Less than 25 Blue Excessive Surplus Teacher Provision 25. 00 – 29. 99 Sky Blue Surplus Teacher Provision 30. 00 – 34. 99 Green Generous Teacher Provision 35. 00 – 39. 99 Yellow National Mean Ratio 40. 00 – 44. 99 Gold Manageable Ratio 45. 00 – 49. 99 Orange Moderate Teacher Shortage Red Severe Teacher Shortage Black No Nationally-Funded Teacher More than 50. 00 No Teacher Available

n Instructional Room Analysis (Rainbow Spectrum) Pupil: Room Ratio Color Code Remarks Less than 46 Blue Meet Republic Act 7880 with one shift 46. 00 – 50. 99 Yellow Fails to meet RA 7880 with one shift 51. 00 – 55. 99 Gold Does not meet RA 7880 even with double shifting More than 56 Red Does not meet RA 7880, schools with severe shortage of classrooms Black No existing instructional rooms No Classroom Available 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.

n Output in BEIS Quick Counts Module

n School Furniture Analysis (Rainbow Spectrum) Pupil: Seat Ratio Less than 0. 49 Color Code Remarks Blue Two-seats per pupil even in one-shift schools 0. 50 – 0. 69 Sky Blue Surplus seat provision 0. 70 – 0. 89 Green Generous seat provision 0. 90 – 1. 00 Yellow Adequate in one-shift schools 1. 01 – 1. 99 Gold Adequate in two-shift schools 2. 00 – 2. 99 Orange More than 2 pupils per seat; Inadequate in two-shift schools Red More than 3 pupils per seat; Severe shortage in twoshift schools Black No existing seats More than 3. 00 No Seats Available

BEIS School Statistics System (Module 2)

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

n The BEIS School Statistics System (Module 2) Training Workshop Date: March 17 – April 29, 2003 (6 Batches) Dep. Ed 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

n The BEIS for Private Schools

BEIS Performance Indicators System (Module 3)

n The BEIS Performance Indicators System (Module 3) n The BEIS Performance Indicators System calculates EFA and other related education indicators (e. g. , participation rate, cohort-survival rate, gross enrolment ratios, etc. )

n The BEIS Performance Indicators (Module 3) Training Workshop Date: Sept. 16 -18, 2003 Dep. Ed Order No. 316, s. 2003 Participants: 34 Regional Planning Officers & Data Entry Machine Operators 342 Divisional Planning Officers & Data Entry Machine Operators

n The BEIS Performance Indicators (Module 3) Training Workshop

n 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 Secondary Schools

Divisional Teacher Deployment, SY 2002 -2003 Secondary Schools

Divisional Teacher Deployment, SY 2002 -2003 Secondary Schools

n Future Plans for BEIS Development n n Enhancement n Incorporate additional data requirements (special schools, madrasah, OSY data, ALS) n 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 Dep. Ed Website Data Utilization Provide training for regional and divisional managers and planners in the utilization of BEIS data to support local decision-making.

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