2. Financial Management Information System
DepEd MIS Framework
Material
Resources
Information
System
(MRIS)
Basic
Education
(BEIS)
Human
(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.

3. Financial Management Information System
DepEd MIS Framework
Material
Resources
Information
System
(MRIS)
Basic
Education
(BEIS)
Human
(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.

4. Financial Management Information System
DepEd MIS Framework
Material
Resources
Information
System
(MRIS)
Basic
Education
(BEIS)
Human
(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.

5. Financial Management Information System
DepEd MIS Framework
Material
Resources
Information
System
(MRIS)
Basic
Education
(BEIS)
Human
(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.

6. 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.

7. 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.

8. 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.

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

10. 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.

11. 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.

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

13. 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;

14. DepEd Administrative Structure
17 Regional Offices
180 Divisional Offices, SY
2,273 District Offices
36,234 Government Elem. Schools
4,422 Government Sec. Schools
4,529 Private Elem. Schools
3,261 Private Sec. Schools

15. Data collection, processing and submission activities
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 DepEd Central
(Sept)
BEIS
instruments
Central
Region
Division
District / Schools
Schools
District

16. Data collection, processing and submission activities
Division
Central
Region
Division
Central
Region
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)
(Nov-Dec)
Processing of BEIS SSM (Module 2)
(Dec-Feb)

17. Data collection, processing and submission activities
Central
Region
Division
Central
Region
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)

18. “ This year’s data within the year”

19. 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.

20. 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;

21. 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.

22. BEIS School Index Number System Local Government DepEd
Region-ID
Leg. District-ID
School District-ID
School Division-ID
Mun. Income Class ID
Urban/Rural-ID
Municipal. ID
Prov./ City-ID
Local Government
DepEd
School-ID
Mother School ID
Annex School ID
Public Elementary
Public Secondary
Private Elem.& Sec.
BEIS School-ID system provides flexibility. DepEd or Local Government affiliation of school can change without necessitating change in School-ID.

23. BEIS Quick
Count System
(Module 1)

24. 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.

25. 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 &

27. 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
More than 50.00
Red
Severe Teacher Shortage
No Teacher Available
Black
No Nationally-Funded Teacher

29. No Classroom Available
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
No Classroom Available
Black
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.

30. Output in BEIS Quick Counts Module

31. School Furniture Analysis (Rainbow Spectrum)
Pupil:Seat Ratio
Color Code
Remarks
Less than 0.49
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
More than 3.00
Red
More than 3 pupils per seat; Severe shortage in two-shift schools
No Seats Available
Black
No existing seats

33. BEIS School Statistics System
(Module 2)

34. 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, locally-hired teachers, etc.)

35. 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 &

44. BEIS for
Private
Schools

45. The BEIS for Private Schools

46. Performance Indicators System
BEIS
Performance Indicators System
(Module 3)

47. 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.)

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

49. The BEIS Performance Indicators (Module 3) Training Workshop

50. The BEIS Performance Indicators Module

53. BEIS - MAPS

54. National Teacher Deployment, SY 2002-2003
Elementary Schools
Secondary Schools
National PTR = 35.75
National STR = 40.20

55. Regional Teacher Deployment, SY 2002-2003 National Capital Region
Elementary Schools
Secondary Schools

56. Divisional Teacher Deployment, SY 2002-2003
Secondary Schools

57. Divisional Teacher Deployment, SY 2002-2003
Secondary Schools

58. 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

59. 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.

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

61. Thank You!