June 15, 2009
DO 63, s. 2009
Guidelines for the Implementation of the Electronic Updating of DepEd PSIPOP

To: Undersecretaries
Assistant Secretaries
Bureau Directors
Directors of Services/Centers and Heads of Units
Regional Directors
Schools Division/City Superintendents
Heads, Public Secondary Schools
All Others Concerned

  1. The Department of Education (DepED) is required to prepare the Plantilla of Personnel (POP) using the Personal Services Itemization (PSI) prepared by the Department of Budget and Management (DBM) as basis. The PSIPOP serves as the primary data source for manpower information and as basis for determining the Personal Services (PS) budgetary requirements of DepED.
  2. In order to streamline the process, the updating of the PSIPOP of DepED which consists of the Central Office (CO), Regional Offices (ROs), Division Offices (DOs) and Secondary Schools (SS) shall be done electronically by way of sharing files in the Government Manpower Information System (GMIS) database initially through e-mail. There is a plan to later link the system with the Human Resource Information System (HRIS) which is due for full implementation by December 2009.
  3. DepED and the DBM have signed a joint Memorandum of Agreement (MOA) dated February 27, 2009, which covers the business rules and procedural guidelines to be adhered to both by DepED and DBM for the electronic updating of the PSIPOP, covering the following:
    1. Technical and Manpower Requirements
      • The regional and division offices and all secondary schools should have internet connectivity to be able to access the PSIPOP data from DBM. If the secondary school or division office does not have internet access, internet cafes in cities or urban areas can be utilized in sending the email to concerned DepED or DBM offices;
      • Secondary schools can copy and save their respective PSIPOP data in storage devices such as USB, CD or external hard disk;
    2. The Technical Service (TS) has created official email accounts for the regional and division offices. These official email accounts shall be used in receiving the PSIPOP and in sending the updated/corrected PSIPOP to concerned DepED or DBM offices. DepED Order No. 52, s. 2009 provides the list of official email accounts;
    3. Secondary schools shall use their existing email addresses in receiving and sending their own PSIPOP data. However, secondary schools will utilize the official email address of the division office in sending their updated PSIPOP;The updating and printing of their PSIPOP data shall be done at the division office if secondary schools do not have the necessary equipment; and
    4. Regional and division offices and secondary schools must provide the personnel and equipment required for the electronic updating of the PSIPOP. The equipment shall consist of personal computers with at least Microsoft Office Excel 97 to MS Office 2003 version and a printer capable of handling B4 paper for the printing of PSIPOP.
  4. The following shall be the signatories to the PSIPOP:
    Function Secondary
    Division Office Regional Office
    Prepared by: Principal/OIC Human
    Resource Mgmt. Officer
    Designated Official of Admin. Officer
    Reviewed by: Schools
    Resource Mgmt. Officer
    Approved by: Regional


    1. The principal assigned in the secondary school during the time of PSIPOP updating shall sign the PSIPOP of that school even if the item of the principal is in another school; and
    2. All signatories in the PSIPOP shall be held accountable and responsible for any discrepancy or error in the data contained in the PSIPOP and in the faithful and strict adherence to the provisions of this DepED Order.
  5. The flow of data submission shall be strictly followed as shown in the enclosed flow chart. The print-out of the PSIPOP shall bear the official DepED logo and that of the originating office (regional or division or secondary school).
  6. Appropriate sanctions for errors/discrepancies/omissions/delayed submission shall be applied as follows:
    1. For entries with incomplete or erroneous data, the actual salary of the incumbent shall automatically be reverted to Step 1 of the authorized salary; and
    2. For delayed submission, budget for personal services shall be based on the previous calendar year’s personal services budget.
  7. Enclosed to this Order are the following:
    1. Memorandum of Agreement
    2. Business Rules
    3. Procedural Guidelines
    4. DepED PSIPOP Process Flow
  8. Personnel involved in the updating of PSIPOP shall undergo training to be conducted jointly by the DepED and DBM regional offices. The PSIPOP data shall be sent and downloaded by the DBM through e-mail after the training.
  9. The electronic updating of the PSIPOP shall commence with the CY 2009 PSIPOP. Regional directors and schools division superintendents are enjoined to ensure the implementation and compliance to the requirements of the system.
  10. Immediate dissemination of this Order is directed.

Encls.: As stated
Reference: DepED Order: Nos. 50 and 52, s. 2009 Allotment: 1- -(D.O. 50-97)

To be indicated in the Perpetual Index under the following subjects: