User manual---school-level-module-v2 u9a67pj3.0-latest

Enhanced
Basic
Education
Information
System
(E-BEIS)

School Level Module
User Manual
Volume 1.0 ver. 2
July 2011

The information contained in this document is proprietary to DepED and the
Strengthening of the Implementation of Basic Education in Selected Provinces In the
Visayas (STRIVE 2) Project. All information in this document shall not be reproduced,
shown or disclosed outside DedED and STRIVE 2 Project without written permission.

Revisions may be issued to advise of such changes and/or additions.

Copyright © 2010

All rights reserved

Enhanced BEIS User Manual

Table of Contents

1. Introduction ................................................................................................ 2
2. Accessing the BEIS ........................................................................................ 3
2.1 Logging in and out ............................................................................................................ 3
2.2 Navigating EBEIS web-based components ........................................................................ 3
3. View School Profile ...................................................................................... 5
3.1 Update School Profile ...................................................................................................... 7
3.2 Manage Programs Offered ................................................................................................ 8
3.3 View Site Ownership ........................................................................................................ 8
4. BEIS Data-Entry ........................................................................................... 9
4.1 Government Elementary/Secondary School Profile (Beginning of School Year) ........... 9
Pupil Data ................................................................................................. 11
Age Profile ................................................................................................ 12
Number of Classes By Shift ............................................................................. 13
Special Needs ............................................................................................. 13
Kinder Summer Program ................................................................................ 14
4.2 Government Elementary/Secondary School Profile (End of School Year) .................... 14
End of SY – Pupil Data ................................................................................... 15
Causes of Dropout ....................................................................................... 16
Physical Facilities ........................................................................................ 17
Personnel Data – Nationally Funded .................................................................. 18
Teaching Assignment .................................................................................... 19
Personnel Data - Local .................................................................................. 19
Teaching Assignment Data (Secondary) .............................................................. 20
Areas of Specialization Data (Secondary) ........................................................... 21
Computer Usage ......................................................................................... 21
Internet Connectivity ................................................................................... 22
4.3 Report and Data Submission .......................................................................................... 23
5. School Report Card ..................................................................................... 24
6. Learning Outcomes-Trend Analysis ................................................................ 25
7. SBM Assessment & Reporting – School Level Module ........................................... 27
7.1 Enter New Assessment ................................................................................................... 27
7.2 Edit/View Previous Assessment ..................................................................................... 31
7.3 Generate Reports ........................................................................................................... 32
8. Performance Indicator ................................................................................ 34
9. Data Analysis ............................................................................................ 36

1. Introduction
The Enhanced Basic Education Information System (E-BEIS) is an Information and
Communications Technology (ICT) solution that provides the following services:

 Online submission of annual education statistics;

 Generation of School Report Card;

 Access to current and historical achievement test results;

 Generation of school level performance indicators; and

 Online access to the Electronic SBM Assessment Tool and school’s current
and historical record of SBM practice.

The Formal Basic Education Reporting is one of the modules of EBEIS. This module
covers the processes from the collection of annual education statistics from schools
to the generation of education performance indicators and reports in aid of budget
and plan formulation.

Below is the process overview of the EBEIS at school level.

Figure 1-1 EBEIS Process Overview – School Level

The Enhanced BEIS web-enabled processes are necessary to ensure that up-to-date
data/information is made available to the school, division, region and central
office. As such, the System requires the following setup: (1) internet connection
and (2) internet-ready computer to enable access to the internet-based system.

Enhanced BEIS – School Level Users Manual 2

2. Accessing the BEIS
2.1 Logging in and out

To access the EBEIS, type ebeis.deped.gov.ph/beis at the address or location bar
of a web browser, then press Enter.

Figure 2.1-1 EBEIS web address

This will connect you to the BEIS login window (Fig. 2.1-2). Enter your username
and password, then click on the Sign In button.

Figure 2.1-2 BEIS web-based Login Window

2.2 Navigating EBEIS web-based components
A successful login brings you to the BEIS main page. To log out of BEIS, just click on
the log out button on the upper left portion of the main page.


Figure 2.2-2 EBEIS website school module main page

On the upper left corner of the BEIS main page, you will see the School Level BEIS
menu items. This Menu consists of the following:
 View School Profile displays basic information on the school. It also
provides a facility to update the profile.
 BEIS Data-entry provides a suite of reporting facilities which includes the
submission of annual school statistics.
 School Report Card displays 5-year information on school performance
indicators.
 Learning Outcomes – Trend Analysis – provides multi-year information on
the school’s achievement test results
 SBM Assessment is a facility to enter and submit SBM assessment results
and generate related reports
 Data Analysis provides a tool to correlate school performance indicators
and view these in graphical form

Click on any of these menus to execute a function or select from a set of sub-menu
items.


3. View School Profile
This sub-module provides the online facility to update school’s basic data. It aims
to provide up to date information on public and private schools at the division,
region and national levels. The School Head shall be responsible for ensuring that
the school’s basic profile in the EBEIS is up to date. Hence, the School Head shall
be responsible for updating specific data at the school level.

At the school level, only basic data such as contact details, address can be

i
updated. Data that is a result of a school’s accreditation or change in programs
offered shall be done at the division and region levels.

Only data that is open and enabled for updating can be edited at school level.

Once at the EBEIS Main Page, click on the View School Profile in the Main Menu
located at the left side of the page. Alternatively, user may click on the Edit
School Profile link at the bottom of the School Profile section of the main page.

Figure 3.0-1. View School Profile


At the View School Profile page, the latest data on the school is displayed.

Figure 3.0-2. View School Profile


3.1 Update School Profile
This module allows the School Head to edit school’s basic data. At the View School
Profile page, click on the Update School Profile button. This leads to the Edit
School Profile page as shown in Figure 3.1-1. This page displays and opens selected
fields for updating at school level.

Figure 3.1-1. Edit School Profile

Upon completing the changes, click on the Save button to validate and store these
changes in the database.

The system checks that all required data items are correctly entered. Hence, the
system displays the error message “Save Failed” when an invalid data is inputted
or no data is entered for mandatory data items. When all data entered is valid, the
message “Profile Saved” is displayed.


3.2 Manage Programs Offered
This module provides the facility to update the
programs offered by the school. Click on the Manage
Programs Offered button in the View School Profile
page to access the information on programs
currently offered by the school.

To edit these data, tick or un-tick the appropriate
check box then click Save Changes button. The list
of programs depends on the school’s curricular
offering such that the list of programs displayed for
elementary schools differ from secondary schools.
Figure 3.2-1. Manage Programs Offered

3.3 View Site Ownership
This module allows the display and updating of data on site ownership.

Click on the View Site Ownership button in the View School Profile page. To edit
these data, click on the Update Site Ownership button to display page shown in
Figure 3.3-1.

In editing data, click on the drop-down lists provided and select the appropriate
data. Upon completing data entry, click the Save button to commit data in the
database.

Figure 3.3-1. Update Site Ownership page


4. BEIS Data-Entry
This sub-module provides the online facility to enter and submit statistical data
and other reports required of the schools on a periodic basis. The School Head or
the duly designated EBEIS Coordinator shall be responsible for submitting accurate
and up to date data according to the reporting schedule specified by the Office of
Planning Service and/or the division and/or regional office.

On top of the current BEIS reports, additional report and data required by the

i division, region and national offices can be set up in the EBEIS through a
“report definition facility”. This provides an alternative mechanism for
collecting data from schools.

Click on the BEIS Data-entry at left menu panel on the EBEIS Main Page. This leads
to the BEIS Reporting page as shown in Figure 4.0. On this page, a list of report
facilities relevant to the type of school is displayed. Click on a report from the list
to access this specific report facility.

Figure 4.0-1. BEIS Reporting page

4.1 Government Elementary/Secondary School Profile
(Beginning of School Year)
The GESP/GSSP is an institutional report facility where all schools (elementary and
secondary) are required to submit beginning and end of year statistical data. At the
beginning of school year, data on enrollment and school age profile is reported by
the schools for evaluation and assessment of beginning of school year performance
in the education sector. At the end of every school year, data on drop-outs,


completers, human and physical resources is reported by school for end of school
year performance assessment and for purposes of resource allocation.

To access this report facility, click on the report title from the list displayed on the
BEIS Report page. This leads to the report facility’s main page as shown in Figure
4.1-1 for the Report on Government Elementary School Profile.

Figure 4-1-1. Report Government Elementary School Profile Main Page

On this page, the following actions can be done:

 View reports for previous school year
 Create a report for a new school year

To view report for previous school year, click on the Report Year link as shown in
Figure 4.1-1. This leads to the page that displays details of the report. Navigate
through each component by clicking the labeled tabs at the upper portion of the
page, below the report title.

To create a report for a new school year, click on the specific Report Year as
shown in Figure 4.1-1. The report date defaults to the reporting schedule set by
the Office of Planning Service, being the central system manager.

Upon clicking the Report Year, the online GESP/GSSP forms are displayed. At the
onset, the message “This school has no entry for the selected year. Please click
HERE to create one” is displayed when no data has been entered yet.

Click on the HERE link to display the Pupil Data page.


Pupil Data

Figure 4.1-2. Pupil Data page prior to data-entry

On the Pupil Data Entry page (see Figure 4.1-3), enter enrollment data by
grade/year level and type of enrollee.

Enter data for the school year then click Save button to store data in the database.
A successful save operation returns the message “Changes saved” displayed inside
a green message box just above the tabs.

Figure 4.1-3. Pupil Data page

To edit data entered on this page, click on the Edit link at the bottom of the page.


Age Profile

Click on the Age Profile tab to enter enrollment data by grade/year level and pupil
age. Enter data for the school year then click Save button. Upon clicking the Save
button, the system automatically compares data entered in this page with the total
enrollment entered in the Pupil Data and the No. of Classes By Shift. If data is not
reconciled, an error message is displayed prompting the user to correct these data
(see Figure 4.1-4).

To edit data entered on this page, click on the Edit link at the bottom of the page.

Figure 4.1-4. Age Profile page

Click on the “Instructions for filling up this form” link at the upper right

i corner of the data-entry page. This facility provides data definitions and
instructions to guide the user in accomplishing the form.


Number of Classes By Shift

Click on the No. of Classes By
Shift tab to enter enrollment data
by shift and the number of classes
for each shift. The page as shown
in Figure 4.1-5 is displayed.

Enter data for the school year
then click Save button. Upon
clicking the Save button, the
system automatically compares
enrollment data entered in this
page with the data entered in the
Pupil Data and the Age Profile.

If data is not reconciled, an error
message is displayed prompting Figure 4-1-5. Age Profile page

the user to correct these data. Data on total number of classes should also
reconcile with data entered in the Pupil Data page.

Special Needs

Click on the Special Needs tab. As shown in Figure 4.1-6, the data-entry form
intends to capture data on children’s special needs by area of exceptionality, grade
level and gender.

Figure 4.1-6. Children with Special Needs page


Totals in this page should tally with the SPED graded and non-graded data reflected
in Pupil Data and Age Profile pages.

Kinder Summer Program

Click on the Kinder Summer Program tab as shown in Figure 4.1-7. Enter the
number of children by age, enrolled in the kinder summer program.

Figure 4.1-7. Kinder Summer Program page

4.2 Government Elementary/Secondary School Profile (End of
School Year)
The report facility is designed to collect school statistics for the end of school year.
This report includes data such as enrollment, drop-outs, completers and
promotees. It also gathers data on teaching, non-teaching and physical resources.

To access this report facility, click on the report title from the list displayed on the
BEIS Report page. This leads to the report facility’s main page as shown in Figure
4.2-1.


Figure 4-2-1. End of School Year Report (Elementary) Main Page

On this page, the user can view reports for a previous school year or create a
report for a new school year

To view report for previous school year, click on the Report Year link as shown in
Figure 4.2-1. This leads to the page that displays details of the report. Navigate
through each component by clicking the labeled tabs at the upper portion of the
page, below the report title.

To create a report for a new school year, click on the specific Report Year. Upon
clicking the Report Year, the online End of SY GESP/GSSP forms are displayed. At
the onset, the message “This school has no entry for the selected year. Please click
HERE to create one” is displayed when no data has been entered yet.

End of SY – Pupil Data

On the End of School Year Pupil Data page (see Figure 4.2-2), enter data for the
end of school year then click Save button. A successful data-entry displays the
message “Data saved”.

Figure 4.2-2. End of School Year Report Details Page


Causes of Dropout
Click on the Causes of Dropout tab to enter data on the number of dropouts
distributed according to various reasons for dropping out. (see Figure 4.2-3).

Upon clicking the Save button, the system automatically compares total number of
dropouts entered in this page with the data entered in the EOSY Pupil Data page. If
data is not reconciled, an error message is displayed prompting the user to correct
these data.

Click Edit link at the bottom of the page to change or update data previously
entered.

Figure 4.2-3. Causes of Dropouts Page


Physical Facilities

Click on the Physical Facilities tab to enter data on the no. of classrooms,
furniture and availability of water and electricity (see Figure 4.2-4).

Enter the quantity for the instructional and non-instructional rooms, furniture and
toilet or sanitation facilities. Then, tick the type of water and electricity supply
that are available to the school.

Figure 4.2-4. Physical Facilities page

Upon clicking the Save button the system validates data entered and displays error
message if data entered do not reconcile with previously inputted data. Otherwise,
message “Data saved” is displayed.


Personnel Data – Nationally Funded

Click on the Personnel Data – Natl tab to enter data on nationally funded teachers
working in the school.

Select the position/s to include from the Add Non-Teaching position drop-down
list and/or Add Teaching position drop-down list. Upon selecting a position, an
entry for that position is created and displayed onscreen.

Click the Save button after entering data on nationally funded teaching personnel,
non-teaching personnel and number of teachers handling various classes and
responsibilities. The system automatically validates the completeness and
consistency of data entered. If data is not reconciled, an error message is
displayed prompting the user to correct these data. Otherwise, message “Data
saved” is displayed.

Figure 4.2-5. Personnel Data – Nationally Funded page


Teaching Assignment

Click on the Teaching Assignment tab to enter data on nationally funded teachers’
teaching and non-teaching load. As shown in Figure 4.2-6, the system displays a
default list of teaching positions based on data entered in the Personnel Data – Natl
page. Hence, if a teaching position does not appear on this page, check the
positions entered in the Personnel Data – Natl page and enter additional teaching
positions.

Upon clicking the Save button, the system reconciles these data with the nationally
funded teaching personnel data entered in the Personnel Data – Natl page.

If data is consistent in both pages, message “Data saved” is displayed, otherwise an
error message is displayed.

Click Edit link at the bottom of the page to enter data corrections.

Figure 4.2-6. Teacher Assignment page

Personnel Data - Local

Click on the Personnel Data – Local tab to enter data on locally funded teachers
working in the school. Enter the number of teachers by fund source then click the
Save button.


Figure 4.2-7. Locally Funded Personnel Page

Teaching Assignment Data (Secondary)

Teacher’s assignment by learning area shall be gathered for all secondary schools.
The Data By Teaching Assignment form in the EBEIS provides the facility to
capture this data from schools (see Figure 4.2-8).

Figure 4.2-8. Teachers Data by Teaching Assignment (For Secondary only) page


Areas of Specialization Data (Secondary)

Click on the Data By Area of Specialization tab to enter the number of teachers by
level and specialization in learning areas. This leads to the data-entry page shown
in Figure 4.2-9. Enter the number of teachers in the school that teaches in each
learning area and further classifying this number into the level of specialization
(major or minor). Then, click the Save button to store data in the EBEIS.

Figure 4.2-9. Teachers Data By Area of Specialization (For Secondary only) Page

Computer Usage

Click on the Computer Usage tab to display page as shown in Figure 4.2-10. On this
page, enter data on the number of computers in school according to usage and
fund source.


Click Save button and message “Data saved” is displayed, otherwise an error
message is displayed.

Figure 4.2-10. Computer Usage Page

Internet Connectivity

Click on the Internet Connectivity tab to display page as shown in Figure 4.2-11.
On this page, enter data on the internet connection available in school.

Click Save button and message “Data saved” is displayed, otherwise an error
message is displayed.

Figure 4.2-11. Internet Connectivity page


4.3 Report and Data Submission
After successfully entering and saving data required for a specific report, the
report is submitted through an online facility. This enables the division, region and
national offices to access, view and consolidate data submitted by the schools.

To submit a report online, select the report to be submitted from the BEIS
Reporting page by clicking on the report title. This leads to a page as shown in
Figure 4.3-1.

Click on the Submit Report link

Figure 4.3-1. BEIS Reporting page

Click Submit Report under the Action
heading. The Update Report Status
page is displayed. Then, click the Save
button. The system validates all data
entered and checks for completeness
and consistency. If all data entered is
valid, the report status is set to
“Submitted”, otherwise, an error
message is displayed prompting the
user to correct the data in error.


5. School Report Card
This report facility generates the school’s performance indicators over a five-year
period. It aids in planning, quality assurance and other decision-making activities
at the school level.

To view the school report card, click on the School Report Card from the Main
Menu. This leads to a page shown in Figure 5-1. On this page, select the reference
year which is usually the latest school year, then click Submit button.

Figure 5-1. School Report Card Main Page

Figure 5-2. School Report Card


6. Learning Outcomes-Trend Analysis
This facility provides access to assessment results such as the National
Achievement Test (NAT). It may also contain information on the division and region
achievement test results (i.e DAT, RAT), provided data is uploaded at the region
and division levels.

To access this facility, click on the Learning Outcomes link from the Main Menu.
This leads to the Learning Outcomes page as shown in Figure 6-1.

Figure 6-1. Learning Outcomes – Trend Analysis Report Main Page

To view the Learning Outcomes – Trend Analysis Report, the following must be
provided:

 Type of assessment
 Grade/year level of assessment
 Fields or content to view
 Year range for the multi-year display

You may specify several fields/subjects/content to view. To do this, press Ctrl key
and while Ctrl key is pressed, click on the field items in the drop-down list. This
action highlights the fields selected.

To complete the required inputs, select the range of year then click Generate.
Figure 6-5 shows the sample report generated.


Figure 6-4. Learning Outcomes – Trend Analysis Selecting several Fields/Subjects

Figure 6-5. Learning Outcomes – Trend Analysis Sample Report


7. SBM Assessment & Reporting – School Level Module
School Heads or their authorized school representative may submit their school’s
SBM assessment results online. To do this, log on to the EBEIS using the school’s ID
and password given by the Division EBEIS Coordinator or Division Planning Officer.

Once at the EBEIS Main Page, click on the SBM Assessment in the Main Menu
located at the left side of the page. This expands to a list of sub-menu items to
choose from as shown in Figure 7-1.

Figure 7-1. SBM Assessment Sub-menu

7.1 Enter New Assessment
To submit SBM assessment results through the EBEIS online facility, click on the
New Assessment from the SBM Assessment Sub-menu. This leads to the New SBM
Assessment page.


At the onset, the message “No SBM assessment record” and a scoring template with
blank scores is displayed as shown in Figure 7.1-1. On this page, page, click on the
drop-down boxes opposite the Assessment Date to specify the Month and Year the
assessment was conducted. Then, click on the Create New button. This leads you
to the Enter SBM Assessment page (see Figure 7.1-2), showing the Level 1
dimensions, indicators and MOVs.

Figure 7.1-1. New Assessment Page

On the Enter SBM Assessment page, go through every dimension and indicator and
click on the check boxes corresponding to the evidences that the school has
already complied with. If an SBM assessment instrument accomplished in an earlier
assessment activity is on hand, use this as reference. You may scroll down the page
to view the remaining assessment items that belong to the level you are working
on.

You may review and edit previously entered assessment data by following the
procedures in Section 7.3 or proceed with assessment in levels 2 and 3.

The school is encouraged to complete Level 1 first before trying to respond to
and comply with pieces of evidences for Levels 2 and 3. The school however, is
not prevented from assessing its level of practice in all three levels at one time
i if it perceives itself to be in possession of pieces of evidence in the 3 levels.
However, no school can qualify for Level 3 of SBM Practice if, in the first place,
it had not obtained a rating of 100% in levels 1 and 2. (A Manual on Assessment
of School-based Management Practices, DepED, 2009)


To access the assessment page for levels 2 and 3, click on the appropriate tab as
shown in Figure 7.1-2. Then, click on the check boxes opposite the relevant
evidences.

Figure 7.1-2. Enter SBM Assessment Page

Having ticked all the appropriate items, click on the Save button. This action will
create a record of assessment results in the database and displays the message
“Assessment data saved”. This leads to the SBM Assessment Summary page shown
in Fig. 7.1-3, where the total score for each dimension and the level of practice is
displayed in accordance with the table below:

Level 1 Level 2 Level 3
Starting 1 – 60% Gearing Up 1 – 60% Practicing 1 – 60%

Moving Towards 61-99% Advancing 61-99% Accelerating 61-99%


Standard 100% Progressive 100% Mature 100%

Figure 7.1-3. Summary of Assessment Page

SUBMIT ASSESSMENT RESULTS

After assessment data are finalized and entered online, the school user may submit
the assessment results to the Division Office. To do this, click the Submit button on
the SBM Assessment Summary page and confirm this action by clicking the Yes
button in the confirmation dialog box. This action will tag status of the assessment
record to “Final” and automatically make available the SBM assessment results to
the SBM Coordinator at the division and regional office.


7.2 Edit/View Previous Assessment
The school user may view results of previous assessments or edit a recently entered
assessment that has not yet been tagged as “Final” and submitted online to the
Division Office.

To view previous SBM assessment results, click on the View
Previous Assessment from the SBM Assessment & Reporting
Menu. This leads to the View Previous SBM Assessment page
(see Figure 7.2-1 below) where a list of assessment dates
with corresponding level of practice is displayed. On the list,
click on the assessment date you want to view. This displays
the Summary of Assessment page with information on the
level of practice and scores for each dimension

Figure 7.2-1. View Previous Assessment page

On the Summary of Assessment page, click View/Edit Details to display detailed
information on the indicators and evidences pertaining to this specific assessment.

Then, click on “checked” and/or “un-checked” boxes opposite the evidences to

edit assessment data. After editing, click button to update the record
in the database and display the level of practice in the Summary of Assessment
page.

An assessment that has a “Final” status can only be viewed, it cannot be edited.


7.3 Generate Reports
SBM AREAS FOR IMPROVEMENT

After an assessment is completed, a report on areas for improvement can be
generated. This report contains the dimensions, indicators and evidences or MOVs
that a school has yet to comply with to move to higher levels of practice.

To access this facility, click on the Report on SBM Areas for
Improvement from the SBM Assessment & Reporting Menu.
This automatically displays the report as shown in Figure 7.3-
1. Click on the levels tab located at the upper right corner of
the table to display information pertaining to levels 2 and 3.
Click on Print button to display and print report.

Figure 7.3-1. Report on SBM Areas for Improvement page.

To allow flexibility in reporting and analysis, user may download the data
presented on screen into an Excel file. To do this, click on the Download to Excel
button. A dialog box as shown in Figure 7.3-2 appears prompting the user to open
or save the file. Select an option then click Ok to open or create the Excel file as
shown in Figure 7.3-3.


Figure 7.3-2. Download To Excel Dialog Box.

Figure 7.3-3. Excel File on SBM Areas for Improvement.

SUMMARY OF SBM PRACTICE ASSESSMENT RESULT

This report generates a summary of the latest SBM assessment result. It displays
the total scores by dimension and level of practice. Access this facility by clicking
Summary of Assessment from the menu.


8. Performance Indicator
This report facility provides the School Head and other stakeholders at school
level, access to their performance indicators such as repetition rate, failure rate,
promotion rate, simple dropout rate and grade 1 with ECD. Performance indicators
of the past five years are also made available through this facility.

The school-level performance indicators are automatically generated and

i displayed in the EBEIS immediately after the annual school statistics have been
submitted online by the school.

To access this facility, select Performance Indicator from the EBEIS Main Menu.
This leads to the page where the user is prompted to specify the reference date.
Select the report year to view then click Submit button (see Figure 8-1).

Figure 8-1. Performance Indicator (Elementary) Main page


Click on the View Details link below the indicator label to access data by
grade/year level (see Figure 8-2 below).

Figure 8-2. Performance Indicator - View Details


9. Data Analysis
This module serves as an analysis tool for the School Head and other decision-
makers at the school level. It allows correlation and trend analysis of performance
indicators.

To access this facility, select Data Analysis from the Main Menu.

Select the performance indicators to analyze by clicking on the appropriate check
box.

Click on the “year” drop-down box to specify the reference year which is defined
as the latest year in the multi-year view of data/indicators.

Select the type of graph from the drop-down list provided.

Click the Submit button to view the graphical presentation of data as shown in
Figure 9-1.

Figure 9-1. Data Analysis page


User manual---school-level-module-v2 u9a67pj3.0-latest

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