Prepared by

ABRAM Y.C. ABANIL

Office of the Secretary

Department of Education

Pasig City, Philippines

January 25, 2012

TABLE OF CONTENTS

1. INTRODUCTION...........................................................................................................3

1.1. THE BASIC EDUCATION INFORMATION SYSTEM - EARLY REGISTRATION MODULE............................31.2. THE USER’S HANDBOOK.......................................................................................................................3

2. ACCESSING THE BEIS-EARLY REGISTRATION MODULE................................3

2.1. WEBSITE................................................................................................................................................32.2. LOGIN PAGE..........................................................................................................................................32.3. MAIN PAGE...........................................................................................................................................4

3. ENTERING DATA IN THE BEIS-EARLY REGISTRATION MODULE....................4

3.1. EDIT PASSWORD....................................................................................................................................43.2. EDIT CONTACT INFORMATION..............................................................................................................43.3. OPENING AND CLOSING OF SCHOOLS...................................................................................................53.4. ENTERING SCHOOL HEAD DATA...........................................................................................................53.5. ENTERING EARLY ENROLMENT DATA..................................................................................................53.6. ENTERING INPUTS NEEDED DATA.........................................................................................................63.7. ENTERING PROPOSED INTERVENTIONS DATA.......................................................................................63.8. ENTERING PROPOSED INTERVENTIONS DATA.......................................................................................6

4. GENERATING REPORTS............................................................................7

4.1. ACCESSING THE REPORTS SCREEN........................................................................................................74.2. GENERATING REGIONAL REPORTS........................................................................................................74.3. GENERATING DIVISION REPORTS..........................................................................................................74.4. GENERATING SCHOOL DISTRICT REPORTS............................................................................................74.5. GENERATING LEGISLATIVE DISTRICT REPORTS....................................................................................84.6. GENERATING PROVINCE REPORTS........................................................................................................84.7. GENERATING MUNICIPAL REPORTS......................................................................................................84.8. GENERATING SCHOOL REPORTS............................................................................................................9

5. TYPES OF REPORTS.................................................................................9

5.1. EARLY ENROLMENT..............................................................................................................................95.2. PLAN TO ADDRESS NEEDS....................................................................................................................95.3. Status Report.......................................................................................................................................10

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1. INTRODUCTION

1.1. The Basic Education Information System - Early Registration Module

1.1.1. The Basic Education Information System - Early Registration Module is used to encode data for the early registration.

1.2. The User’s Handbook

1.1.2. The user’s handbook is meant to serve as a step-by-step guide on how to operate the software application for the BEIS-Early Registration Module. It illustrates the commands needed to open/close schools and enter school level data on early enrolment, inputs needed and proposed interventions.

2. ACCESSING THE BEIS-EARLY REGISTRATION MODULE

2.1. Website

2.1.1. The system can be accessed at http://beis.depedonline.net/earlyreg/.

2.1.2. The system is optimized for the Firefox browser. It runs significantly faster in Firefox compared to Internet Explorer. Firefox can be downloaded at http://www.firefox.com.

2.2. Login Page

2.2.1. The login page appears when the user accesses the BEIS-Early Regis-tration website. To access the functions of the Early Registration Module, enter your username and password which has not been changed since last year’s implementation of this system. Users who have forgotten their passwords may contact Mr. Alvin Salcedo, at (02) 637-5948 to request for their username and password. If the BEIS website cannot be displayed please contact the administrator immediately so the problem can be re-solved.

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2.3. Main Page

2.3.1. Entering the correct username and password will bring the user to the Main Page. The functions which a user can access through the Main Page will differ depending on the level of authority assigned to the user. There are currently 7 types of user levels: administrator, region, division, school district, elementary school, secondary school and the default user.

2.3.2. Users with administrator privileges can edit data for all schools in the country. Users with region, division, school district, elementary school and secondary school privileges can edit schools only for their respective ar-eas. However, all types of users can view and generate reports for any school in the country.

3. ENTERING DATA IN THE BEIS-EARLY REGISTRATION MODULE

3.1. Edit Password

3.1.1. The <Edit Password> link will bring the you to the Edit Password Screen where the password can be changed. Simply enter your original password in the <Enter Password> box, then enter your new password in the <New Pass-word> and <Retype Password> box, then click the <Edit> button to save the changes. It is important to change your password from the default pass-word given by the administrator to ensure that unauthorized users will not be able to modify the data in your respective jurisdiction.

3.2. Edit Contact Information

3.2.1. The <Edit Contact Info> link will bring you to the Edit Contact Information Screen where you can enter your contact informa-tion. Simply enter your contact details then click the <Edit> button to save the data. It is important to enter your contact

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information since future announcements regarding the BEIS will be coursed through the information you have provided in this module.

3.3. Opening and Closing of Schools

3.3.1. The <Open/Close School> link allows you to open or close a school for a particular school year. Opening a school is required before school statistics can be encoded for that school. Simply enter the appropriate school year and level. A list of schools will then appear at the lower section of the screen. Put a check mark in schools which are open for that school year then click on the <Submit> button found at the lower part of the page (not shown). Schools which have not been checked are treated as closed. Clicking on the <Select All> check-box will check or uncheck all the schools. You may then remove the check mark for schools which are closed for that particular school year.

3.4. Entering School Head Data

3.4.1. The <School Head> link allows you to enter data for the school head in a particu-lar school year. Clicking on the link will bring you to the Select School Screen. Sim-ply enter details for the level, school district and school then click on the <Next> button. If no schools appear in the dropdown button, it means that no schools have been opened for the school year. Please refer to section 3.3 for instructions on how to open

schools.

3.4.2. Clicking on the Next button will bring you to the Enter School Head Data Screen. Enter the data required and click on the <Submit> button to save the data. Editing of school head data follows the same procedure as adding data.

3.5. Entering Early Enrolment Data

3.5.1. The <Early Enrolment> link al-lows you to enter Early Enrolment data of a school based on the data found in Form 1 of DepED Order No. 2, s. 2011. Clicking on the link will bring you to the Select School Screen which can be used to access the En-ter Early Enrolment Screen. The early enrolment data is disaggregated into

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regular pupils, SPED, indigenous people, and streetchildren which can be found in the remarks section of Form 1. Simply enter the required data and click the <Submit> button to update the database. Editing of early enrolment data follows the same procedure as adding data.

3.6. Entering Inputs Needed Data

3.6.1. The <Inputs Needed> link allows you to enter data on inputs needed based on Form 2 of DepED Order No. 2, s. 2011. Clicking on the link will bring you to the Se-lect School Screen which can be used to access the Enter Inputs Needed Screen. Simply enter the required data and click the <Submit> button to update the data-base. Editing of Inputs Needed data follows the same procedure as adding data.

3.7. Entering Proposed Interventions Data

3.7.1. The <Proposed Interventions> link allows you to enter Proposed Inter-ventions data of a school based on Form 2 of DepED Order No. 2, s. 2011. Clicking on the link will bring you to the Select School Screen which can be used to access the Enter Proposed Interventions Screen. Enter the pro-gram intervention and assistance needed then click on the <Add> button to save the data. This will update the database and display the data in the table found at the buttom of the screen.

3.7.2. To edit the data, simply click the <E> link beside the appropriate record. This will bring you to the En-ter Proposed Interventions Screen where you can revise the data. Click on the <Edit> button to save the revisions.

3.7.3. To delete a record simply click on the <D> link beside the appropriate record. This will bring you to the Delete Proposed Interventions Screen. Click on the <Delete> button to remove the record from the database.

4. GENERATING REPORTS

4.1. Accessing the Reports Screen

4.1.1. The <Reports> link allows you to generate reports available in the BEIS-Early Registration Module. Clicking on the link will bring you to the Statistical Report Screen. The dropdown buttons allow you to select which School Year, and Level will be processed for the report. They also allow

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you summarize the data by Region, Division, School District, Province, Mu-nicipality or School. The reports can be generated by clicking on the links below the Select Report section.

4.2. Generating Regional Reports

4.2.1. Regional Reports can be generated by setting the <Summarize by> dropdown to “Region” and the <Show Schools> dropdown to “No”. The settings below will generate a Regional report for the whole country. If a Region is selected then the report will show data only for that Region.

4.3. Generating Division Reports

4.3.1. Division Reports can be generated by setting the <Summarize by> dropdown to “Division” and the <Show Schools> dropdown to “No”. The settings below will generate a Division report for Region X. If a Division is selected then the report will show data only for that Division. If both the Region and Division are set to “blank” then the system will generate a re-port for all divisions in the country.

4.4. Generating School District Reports

4.4.1. School District Reports can be generated by setting the <Summarize by> dropdown to “School District” and the <Show Schools> dropdown to “No”. The settings below will generate a School District report for Bukid-non. If a School District is selected then the report will show data only for that School District. If the Region, Division and School District dropdowns are set to “blank” then the system will generate a report for all school dis-tricts in the country.

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4.5. Generating Legislative District Reports

4.5.1. Legislative District Reports can be generated by setting the <Summa-rize by> dropdown to “Legislative District” and the <Show Schools> drop-down to “No”. The settings below will generate a Legislative District report for Bukidnon. If a Legislative District is selected then the report will show data only for that Legislative District. If the Region, Division and Legisla-tive District dropdowns are set to “blank” then the system will generate a report for all Legislative Districts in the country.

4.6. Generating Province Reports

4.6.1. Province Reports can be generated by setting the <Summarize by> dropdown to “Province” and the <Show Schools> dropdown to “No”. The settings below will generate a Province report for Region X. If a Province is selected then the report will show data only for that Province. If the Region and Province dropdowns are set to “blank” then the system will generate a report for all Provinces in the country.

4.7. Generating Municipal Reports

4.7.1. Municipal Reports can be generated by setting the <Summarize by> dropdown to “Municipality” and the <Show Schools> dropdown to “No”. The settings below will generate a Municipal report for Bukidnon. If a Mu-nicipality is selected then the report will show data only for that Municipal-ity. If the Region and Municipality dropdowns are set to “blank” then the system will generate a report for all Municipalities in the country.

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4.8. Generating School Reports

4.8.1. School Reports can be generated by setting the <Show Schools> drop-down to “Yes (Separate Annexes)” or to “Yes (Combine Annexes)”. The Separate Annexes option will display all the schools regardless of whether they are mother or annex schools. The Combine Annex option will only dis-play the mother schools and automatically combine the data of their re-spective annexes. The <Summarize by> dropdown is used to limit the re-port to a particular area (eg. Region, Division or School District). The set-tings below will generate a School report for Baungon District in Bukidnon. If a School is selected then the report will show data only for that School. If the Division and School District dropdowns are set to “blank” then the sys-tem will generate a report for all Schools in the Region.

5. TYPES OF REPORTS

5.1. Early Enrolment

5.1.1. This report generates early enrolment data categorized by Regular En-rollees, SPED, Indigenous People, and Street Children. The sample below is a school report for Baungon District in Bukidnon.

5.2. Plan to Address Needs

5.2.1. This report generates Form 2 of DepED Order No. 2, s. 2011 which dis-plays the tentative enrolment, additional inputs needed, proposed pro-gram interventions and assistance needed by the schools. The sample be-low is a school report for Buenavista ES, Baungon District, Bukidnon. This report can be generated by Division to facilitate the preparation of Form 3 which is a consolidated report by Division.

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5.3. Status Report

5.3.1. This report generates the status report of encoding data required for the early registration system.

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