Guidelines for Data-gathering of Personnel Information

1. Description and Objectives of the Data-Gathering The data-gathering of personnel information for purposes of HRIS database build-up is a one-time activity that involves the collection of data on all DepEd funded employees towards establishing a central database of personnel that will enable the efficient and effective delivery of personnel services and support decision-making activities at all levels. It is part of an overall plan to put in place an efficient and effective system for managing and tracking personnel at all levels of the organization. As such, the system when in place, will eventually capture data on all DepEd employees, regardless of status of appointment and funding source. 2. Scope & Limitations 2.1 Personnel information on all nationally funded teaching and non-teaching employees holding plantilla positions and locally-funded teaching employees of the Department of Education, employed as of August 31, 2013 shall be collected and encoded in electronic form. Nationallyfunded contractual and casual employees attested by the Civil Service Commission shall also be included. 2.2 Data to be collected shall include basic personal data, family background, educational background, eligibilities, work experience and trainings according to definitions provided in the attached Personnel Tracking System Data Dictionary. 2.3 Data on other personnel not included in this initial data-gathering shall be captured through the online system that will be deployed at a later time. . 3. Responsibilities for Data-gathering 3.1 The Regional Director shall provide overall direction to ensure that the objectives of the datagathering in the region are met according to guidelines provided herein and in the DepEd memo. Specifically, he/she will be responsible for the following: 3.1.1 Support and mobilize necessary resources through the regional HRMO/HRMO Designate to implement the data-gathering plan. 3.1.2 Secure Schools Division commitment to support the Division HRMO / HRMO Designate in the implementation of the divisions data-gathering plan. 3.2 The Regional HRMO / HRMO Designate shall serve as the focal person for the data-gathering activity in the region. He/she shall be responsible for the following: 3.2.1 Manage the data-gathering of personnel information of employees of the regional office and submit complete data gathered to the central office (refer to 4.0 for guidelines on data collection, review and submission) 3.2.2 Coordinate with the Division HRMO/HRMO designate on the timely submission of data. 3.2.3 Provide technical assistance to Division HRMO / HRMO Designate to ensure successful implementation of data-gathering activity within the region. 3.3 The Schools Division Superintendents shall provide overall direction to ensure that the objectives of the data-gathering in the division are met according to guidelines provided herein and in the related DepEd memo. 3.3.1 Support and mobilize necessary resources through the division HRMO/HRMO Designate to implement the data-gathering plan in the division office and schools. 3.3.2 Endorse the divisions data submission to the central office.
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3.4 The Division HRMO / HRMO Designate shall serve as the focal person for the data-gathering activity in the division. He/she shall be responsible for the following: 3.4.1 Plan and coordinate the collection of data within the division office and schools to ensure that guidelines for data collection and validation are satisfactorily met. 3.4.2 Provide technical assistance to and monitor compliance of schools to the data-gathering guidelines. 3.4.3 Review school submissions to ensure completeness and consolidate data submissions in accordance to guidelines set in 4.3. 3.4.4 Submit complete data gathered from the division and schools to the central office (refer to 4.3 for guidelines on data submission). 4. Data Collection, Review and Submission 4.1 Collection and Encoding of Data 4.1.1 Personnel information shall be based on an updated Personnel Data Sheet as of June 30, 2013. Additional data elements such as dialects/languages spoken and ethnicity among others are included and shall be provided according to the definitions set in the Personnel Tracking System Data Dictionary. While some data elements in the PDS such as items 36-41 were not included in the initial data-gathering, these data elements will still be captured through the online facility. 4.1.2 Personnel data collected shall be encoded in the Excel template with filename Personnel@{office_name}.xls. For example, for NCR Region, the filename of the electronic template is Personnel@NCR and for Muntinlupa Division, the filename is Personnel@Muntinlupa. 4.1.3 For regions and divisions who participated in the national pilot of the BEAM-HRIS, the electronic template will contain data extracted from the nationally deployed BEAM-HRIS database which may serve as basis for updating their personnel data. Use of this data is left to the discretion of the pilot region/division. For regions and/or divisions who have continuously updated a locally-deployed BEAM-HRIS they may coordinate with the CO technical assistance team on the migration of data to the excel-based template. 4.1.4 As provided in 2.0, data on nationally-funded personnel and locally-funded teaching currently working in the school or office shall be collected and encoded in the electronic template. This includes the following: a) personnel who are in the PSI-POP and currently working in the office or school; b) locally-funded teaching personnel currently in school; c) reassigned personnel, referring to those who are currently working in the school or office but whose plantilla item is borrowed from another DepEd office or school, hence tagged as reassigned from in the template. In this case, provide also the school ID or office carrying the personnels plantilla item. d) Contractual and casual employees attested by the CSC. 4.1.5 ALS mobile teachers, DALSCs and regular teaching personnel assigned as mobile teachers (MTs) or Division ALS Coordinators (DALSCs) shall be collected and encoded at the division level by the Division HRMO/HRMO Designate. 4.1.6 A summary of personnel inventory shall also be encoded in the worksheet General. Data to be encoded in this worksheet are the following:

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a) b) Total no. of authorized positions this is the office/schools total number of plantilla items per PSI-POP of June 2013. Total no. of filled-up positions this refers to the total number of plantilla positions that have been filled-up whether these personnel are currently working in the office or school or reassigned to another office or school. Total no. of personnel reassigned to this refers to the total number of personnel that were reassigned to another station and whose plantilla items still remain with the office/school. Total no. of personnel reassigned from other offices/schools - this refers to the total no. of personnel who are currently working in the office/school and is borrowed from another office/school. Total no. of contractual employees this refers to the no. of nationally-funded personnel working in office/school with Contractual status as defined in the data dictionary. Total no. of casual employees this refers to the no. of nationally-funded personnel working in office/school with Casual status as defined in the data dictionary.

c)

d)

e)

f)

4.2 Review of Data Upon completing the encoding of all personnel data for a specific school or office, the HRMO/HRMO Designate shall review the data to ensure that critical data requirements as provided below are properly complied with before the file is consolidated and submitted. 4.2.1 In the Personal worksheet, the following data must be non-blank: a) Plantilla item number b) Employee name c) Date of Birth d) TIN 4.2.2 The total number of personnel reassigned from another office/school encoded in the General worksheet and described in 4.1 (d) should reconciles with the total number of personnel with data encoded under Reassigned From column in the Personal worksheet. 4.3 Consolidation and Submission of Data 4.3.1 At the central office, the Personnel Division will consolidate data on all personnel in one excel file and rename this as Personnel@central_office.xls . 4.3.2 At the regional office, the Personnel Section/Unit will consolidate data on all personnel in one Excel file and rename this as Personnel@Region Name.xls. 4.3.3 At the division office level, the Personnel Section/Unit will consolidate data on the following: a) all division office personnel in one Excel file renamed as Personnel@Region_Division Name.xls. For example for the Division of Naga in Region 7, the consolidated filename shall be renamed as Personnel@R7_Naga b) school submissions shall be consolidated by district in one Excel file and renamed as Personnel@Division Name_District Name.xls. For example, the consolidated

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personnel file for District 1 of the Division of Muntinlupa will be renamed as Personnel@Muntinlupa_District1.xls 4.3.4 The Region and Division HRMOs/HRMO Designates shall submit consolidated data which may be in multiple files through any of the following mechanisms: a) Email to albert.andres@deped.gov.ph, or encarnacion.escuadro@deped.gov.ph b) Send CD copy to the mailing address: To : HRIS-TWG (c/o Albert Andres) Personnel Division Department of Education Meralco Avenue, Pasig City 4.3.5 The data-gathering of personnel information will be done in two levels and the deadline for submission of data for each level is as follows: Level Level 1 Description Date of Submission Non-teaching personnel at CO, RO and DO (inclusive September 30, 2013 of SDS, ASDS, EPS, ALS MTs, DALSCs and PSDS positions) Non-teaching, teaching-related (inclusive of school October 15, 2013 heads) and teaching personnel of all public secondary schools. Locally-funded teaching personnel Teaching and teaching-related personnel (inclusive of October 31, 2013 school heads) of all public elementary schools Locally-funded teaching personnel

Level 2

4.3.6 Data shall be submitted in electronic form and accompanied by a scanned copy of the endorsement letter signed by the head of each office, i.e. Regional Director, SDS or Chief of Personnel Division. 5. Feedback and Technical Assistance/Support 5.1 An online Help Desk facility for the purposes of providing immediate technical assistance to implementers of the data-gathering activity shall be provided by the Central Office. This Help Desk shall be accessed through the email addresses albert.andres@deped,gov.ph and encarnacion.escuadro@deped.gov.ph, from Monday to Friday, 7:00AM to 6:00 PM. Queries or issues on the data-gathering shall be accommodated and addressed within this window of time. Any technical assistance beyond this window may be provided for as long as a request from the head of office is received via the help desk at least 3 days prior. 5.2 The Help Desk shall respond to a request within 1 hour from the receipt of request. In case a reported issue requires longer time to resolve, proper guidance and information shall be provided to the field implementers. 5.3 Adjustments or new guidelines shall be posted in the Help Desk.

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