Historical Development of the DepEd Information System
Prior to the reorganization of the Department of Education, Culture and Sports (DECS) in 1972, education data were gathered primarily by the three bureaus: Bureau of Public Schools, Bureau of Private Schools, and Bureau of Vocational Education. These bureaus encountered problems in the preparation and publication of their statistical bulletins including lack of funds, lack of coordination among the different bureaus resulting in conflicting statistics and lack of organized units to handle data collection, processing and analysis.
In 1975, the Office of Planning Service (OPS) assumed responsibility for data gathering as an integral part of its planning function. The OPS gathered, analyzed and processed basic education data essential to planning, budgeting, project development and evaluation, and administrative and supervisory activities for the delivery and implementation of educational programs and services. The planning and data gathering machinery were strengthened by the creation of regional planning units within regional offices of the department.
Cognizant of problems previously encountered in data collection before 1975, the OPS designed its own data gathering system, with several forms to be completed at the start and end of each school year. Consolidation of data was done manually at divisional and regional levels which proved to be time consuming and inefficient and, as a result, generated data of uneven quality and quantity. Unable to cope with the increasing demands for educational statistics, the OPS contracted outside consultants to develop the Unified Data Gathering System (UDGS) for the electronic processing of the data gathering forms.
The UDGS was utilized in SY 1993-1994 to SY 2001-2002 in spite of bugs in the computer program. Meantime, the Research and Statistics Division continuously provides the Department with the basic education data needed for the formulation of policies, preparation of budgetary proposal and for decision making
The Basic Education Information System (BEIS)
In the early part of school year 2002-2003, the Basic Education Information System (BEIS) was developed to replace the UDGS.
The Office of Planning Service (OPS), specifically the Research and Statistics Division, undertook the revision of the UDGS forms after conducting a series of consultation meetings with DepEd bureaus and centers. the revised forms, now termed BEIS forms, were tried out in several schools in NCR for validation. When finalized, the BEIS forms were adopted as the data gathering forms for nationwide data collection. At the same time, the development of the computer programs to process the data was undertaken by the Database Management Unit of the Research and Statistics Division, Office of Planning Service. All development work was carried out in-house. Self-motivation and deep commitment to service propelled the technical working group, composed of the following regular staff of the RSD, in pursuing the development of the Basic Education Information System:
Team Leader : Deogracias B. Genito, Jr.
Members : Mercy P. Castro
Jeremiah D. Bumboc
Abram Y.C. Abanil
Josephine C. Martinez
John T. Dispo
The BEIS serves as the primary MIS of the Department. It processes the data gathered from the Government Elementary School Profile (GESP), Government Secondary School Profile (GSSP) and Unified School Profile (USP) for planning, budget preparation, resource allocation and performance monitoring. The system consists of three modules: the Quick Counts Module, the School Statistics and the Performance Indicators Module.
Quick Counts Data
SY 2003-2004
SY 2006-2007
Note: Macros should be enabled to allow the mapping
features of the Quick Counts Module to function
Detailed data can be requested at the Research and Statistics Division.
The BEIS Quick Counts Module is used to process quick summaries on total enrolment, number of nationally paid teachers, classrooms and furniture at every public elementary and secondary school. It produces automated reports on pupil-teacher analysis, pupil-classroom analysis and pupil-furniture analysis which are used for budgeting and resource allocation. It is also capable of generating reports by school district, municipality class and urban/rural classification. The reports generated by the system utilize the color coding scheme shown below to illustrate the adequacy of teachers, classrooms or furniture in a particular area.
Teacher Deployment Analysis
|
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 teachers |
Instructional Room Analysis
|
Pupil-Teacher 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 |
Furniture Analysis
|
Pupil-Teacher 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 |
School Statistics Data
SY 2002-2003 (currently being finalized)
SY 2003-2004 (currently being processed)
The BEIS School Statistics Module is installed at the division offices and is used to process more than 600 data fields from the Government Elementary School Profile (GESP), Government Secondary School Profile (GSSP) and Unified School Profile (USP) for private schools. It covers information from the schools on the following areas::
- Grade/Year Level Enrolment by Sex
- Multigrade/Monograde Enrolment
- Classes
- Enrolment by Age
- Repeaters, Transferees-in, Balik-aral
- Promotees/Graduates
- Dropouts
- Shifts
- Utilization of Classrooms
- Non-instructional Rooms
- School Furniture
- Toilets
- Plantilla Possition of Teaching and Non-Teaching Personnel
- LGU funded teachers
Performance Indicators
SY 2003-2004 (public schools only)
SY 2002-2003 (private schools currently being processed)
The Performance Indicators Module calculates the Core Education for All Indicators as well as other relevant education indicators using data gathered in the School Statistics Module. It includes the following indicators:
Core EFA Indicators
- Gross Enrolment ratio in early childhood development programs
- Percentage of grade 1 pupils with early childhood development programs
- Apparent/gross and net intake rates in primary education
- Gross and net enrolment ratios
- Survival Rate to Grade VI/Year IV and Coefficient of Efficiency including Promotion Rates, - Repetition Rates, School - Leaver Rates and Years Input Per Graduate
Other Indicators
- Simple Dropout rate
- Transition rate
- Completion rate
- Failure rate
- Retention rate
RESEARCH AND STATISTICS DIVISION
Office of the Planning Service
Department of Education
Government of the Philippines
Lilia Z. Roces, Chief, Research and Statistics Division
Development Team
Deogracias B. Genito, Jr., Information Technology Officer I
John T. Dispo, Data Entry Machine Encoder IV
Abram Y.C. Abanil, Executive Assistant III
Josephine C. Martinez, Statistician II
Jeremiah D. Gumboc, Statistician II
Mercy P. Castro, Statistician II
Other Contributors
H.C. Anthony Somerset
Kurt D. Moses
Telephone Numbers
(632) 633-7257, 635-3958
(632) 637-6204 (Fax)
Email
dbmu@deped.gov.ph
rsd@deped.gov.ph
