1. DepEd e-FORMS
Automated Form Templates in Excel for Elementary and High School
Alfonso C. Corpuz, Physics Teacher
September 10, :00 pm

2. The Rationale of Automated Forms
Forms require regular tracking and submission
Forms require calculations and table look-up that demands time and effort
Forms take time which teachers could use in other productive ways
Forms have no uniform appearance.

3. Objectives of Automated Forms
Facilitate the submission of forms
Automate data generation in forms to lessen the teacher’s burden
Give teachers more time for other things (checking, monitoring)
Unify the general appearance of submitted forms

4. Background of e-Forms Feedback Revisions Usage Revised e-Forms
Mancom Meeting, May 2006
Principal
ICT Coordinator
E-Forms Designer
Feedback
Faculty Trial
Usage
Old Forms
Old Forms
Old Forms
Revisions
Revised e-Forms
E-Forms

5. Division ICT Coordinator
Background of e-Forms
ICT Coordinator
Principal
DIVISION WIDE SEMINAR
E-Forms Designer
Division ICT Coordinator
Microsoft
Superintendent

6. Analysis of Form Submission
Schedule
As Needed
Daily
Weekly
Monthly
Quarterly
Semester
Annual
Subject Teacher
CLASS RECORD
DTR
MPS
PAST FORM
Adviser Teacher
SCHOOL REGISTER
Attendance SHEET
FORM 2
FORM 18
GRADING SHEET
Nutritional STATUS
PDS Form
FORM 137
MASTER SHEET
PFSTT FORM
FORM XV
Equivalent Record Form
REPORT CARD
Leave Form

7. Analysis of Data Flow in Forms
FORM 1 – School Register
DTR
Adviser Info Form
Physical Fitness and Sports Talent Test Form (PFSTT Form)
ADVISORY CLASS RECORD
FORM 2 – Teacher’s Month Report of Enrolment and Attendance
Nutritional Status and Guidance Form
GRADING SHEETS
MASTER SHEET
FORM 137
REPORT CARD
MPS
PAST FORM
FORM 18

8. Other Required Forms Equivalent Record Form LEAVE FORM
Advisory Class Record, Grading Sheet and MPS
Equivalent Record Form
Adviser Info Form
LEAVE FORM
PDS FORM
Schedules
PAST FORM

9. e-Forms Version History

10. For Use
The files you will copy are TEMPLATES and therefore its contents must be copied to a WORKING FOLDER. These files also automatically adjust every year, and therefore when the computer is properly given time and date, the forms that require dates also change with it.
Example, all contents of the e-FORMS folder must be copied to a folder aptly named after you (include year too – Such as AL’s FORMS 2006).

11. For Use (continued)
If you are an adviser, you 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. However, Excel provides means for their relinks.
In Version 6.5, there are now 9 empty Class Records named Subject1 to Subject9 which can be all renamed to match the subject and sections of the teacher’s teaching load.

12. 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 are 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.
What notes?

13. 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 school’s duplicating machine will not be used as much to provide copies of blank forms and therefore reduce the expenses for ink and toners.

14. 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.

15. Question and Answer
Does it mean that we should forget our paper copies?
No. Our paper copy remain 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.

16. 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 what’s 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
How do we use it immediately?
SEE DEMO