Dr. Joy Kenneth Sala Biasong
Quality Assurance Supervisor, Quality Assurance Division (QAD), Department of Education- Regional Office VII, Sudlon,Lahug, Cebu City, Cebu, Philippines
Learning Objectives• Explain the prescribed guidelines/ standards for the core processes in division level planning,• Identify the documents needed to verify the application of standards.• Value the importance of guidelines and standards for ensuring quality in planning at the division level.
Reminisce and ShareWhat are the core outputs of the Division?
LET’S TALK ABOUT YOUR DEDP…• Let’s group into 3.• Participants with the same # will group together.• Brainstorm on the major processes in planning and implementing your DEDP.• You will be given 15 minutes for the activity.• Post your outputs on the designated area and present it in the plenary.
Group 1 – DEDP Development Focus questions: What steps did you follow in developing the DEDP of your division? What guidelines did you apply in carrying out each step?
Group 2 – DEDP Implementation Focus question: What major activities did you do to implement your DEDP?
Group 3 – Managing the Division Enhanced Basic Education Information System (E-BEIS) Focus question: What activities/guidelines were done/followed in maintaining E-BEIS of the Division?
Core Processes• Educational Planning• Monitoring and Evaluation• Technical Assistance• Learning Resource Development
DEDP Development – Situational Analysis (SA)DescriptionSA is the process of gathering and organizing informationfrom the schools in order to develop a DEDP that can addressthe improvement priorities of the schools as well as thepertinent information experienced by the division in its areas ofoperations.
DEDP Development – Situational Analysis (SA)Guidelines/Standard•Objective data on the current level of the educationindicators from schools are gathered, analyzed andinterpreted to describe the situation of the division.•Uses comprehensive and in-depth analysis of theunderlying cause and effects of identified core problems ofthe schools as well as an analysis of gaps in division resourcesto address these problems.
DEDP Development – Situational Analysis (SA)Documents to Verify Process• Updated Division Report Card (DRC)• Situation Analysis Report
DEDP Development – Strategic PlanningDescriptionStrategic planning outlines the identification of CoreOrganizational Values and Statement of the Vision of theDivision. This will help in the formulation of the Strategicdirections for the DEDP in terms of its Mission, Goals andObjectives. They are identified and adopted to address problemsexperienced by the schools in the division as well as their owncapabilities or limitations
DEDP Development – Strategic PlanningGuidelines/Standards•CORE VALUES & VISION of the division are aligned toDepED’s core values and vision.•The Mission is aligned with the vision elements and whentaken collectively will achieve the vision. It clearly definesthe reason for existence of the Division.
DEDP Development – Strategic Planning• The Goal reflects the Division’s contributions to the achievement of EFA Goals.• Purpose is aligned with the vision and mission of the division• The Strategic Objectives reflects horizontal & vertical integration of deliverables and are stated following the SMART criteria
DEDP Development – Strategic PlanningDocument to Verify Process•Statement of the Division’s CORE VALUES Vision Statement Mission Statement Logical Framework of the Strategic Objectives
DEDP Development – Planning for Implementation Description This section includes the 6 year Work & Financial Plan and the Division Annual Plan. The implementation plans are prepared to concretize the strategic goals and objectives. The division’s hierarchy of objectives is translated into a 6 year work and financial plan and annualized Division Action Plan with details on targets, performance indicators, expected results, manpower requirements, cost and sources and timetable.
DEDP Development – Planning for Implementation Guidelines/Standards •Identified activities in the 6-year WFP are logically sequenced. •Identified activities are linked with the strategic objectives •Complete information on targets, resource requirements & sources and timetable are provided based on the priorities set in the plan •Detailed breakdown of budget per activity per year are provided. •Identified activities in Year 1 of the Division Annual Plan are logically sequenced and they reflect horizontal and vertical integration of deliverables
DEDP Development – Planning for Implementation Document to Verify Process 6 year Work & Financial Plan Division Annual Plan
DEDP Development – Review of DEDP for Regional AcceptanceDescription. Endorsed by the Schools Divisions Superintendent, the DEDPshall be submitted to the RO for review and acceptance. Thecommittee who shall perform the review process is the RegionalDEDP Review Team (RDRT) following a standard process.(Suggested tool is given as an Attachment).
DEDP Development – Review of DEDP for Regional AcceptanceGuidelines/Standards•The review & acceptance process of the DEDP shall be done using theRapid Appraisal Form. This is done by the RDRT who shall sit downtogether on a scheduled date.•The review process shall communicate comments /observations from theRDRT to further improve and refine the plan.•To validate the findings, the review team may call on the DPT to verify orclarify matters pertaining to a certain segment of the DEDP.
DEDP Development – Review of DEDP for Regional AcceptanceGuidelines/Standards•After the review process, the DEDP is endorsed by the RDRT to theRegional Director for acceptance.•A Certificate of Acceptance signed by the Regional Director shall beawarded to the division. This is ideally done during the launch of the DEDPto be attended by the major stakeholders in a general assembly.
DEDP Development – Review of DEDP for Regional AcceptanceDocuments to Verify ProcessResult of rapid appraisal using RAFList of validated findings discussed by the RDRT and the DPTEndorsement letter from the RDRT to RDCertificate of Acceptance signed by the RD
DescriptionThe quality of the document produced by the DPT is not the only gauge forits successful implementation. It is also the ability of the Schools DivisionSuperintendent to communicate the plan effectively to a wide range ofdivision stakeholders in order to elicit its acceptance and generate supportfrom them.
Guidelines/Standards/Principles•SDS and DPT should hold a meeting of all the division staff/personnel &explain what the plan is all about as well as the processes involved in themaking of the plan;•Hold a meeting with the Provincial School Board and the DPT members topresent the plan. This will inform the PSB on the needs of the division.•Display the Vision, Mission, Core Values and Goals in key strategic areas
Guidelines/Standards/Principles•Upload the DEDP in a division web site and use the internet tocommunicate information about division improvement efforts through adivision newsletter, minutes of meeting and progress on improvement goals.•Access local radio/TV station and discuss salient points of the DEDP to getstakeholders’ support.•Hold a launching of the DEDP during the general assembly of all majorstakeholders preferably at the beginning of the school year.•Distribute copy of DEDP to major stakeholders of the division.
Documents to Verify ProcessMinutes of meeting re- DEDP during staff conferences, PSBMeeting, MANCOM, etc.Display of Vision, Mission, Core Values & Goals of DEDPDEDP uploaded in the DepED Division/Region web site.
DEDP Implementation - Implementing the Plan Description This phase commences after the DEDP is accepted by the Region and communicated to the internal and external stakeholders of the division.
DEDP Implementation - Implementing the Plan Guidelines/Standards •The DEDP start-up consists of the following activities that would prepare the division for DEDP implementation: -Advocacy or communicating the plan to stakeholders -Organization of program teams -Clarification of roles/functions of program teams -Setting of standards by program teams as regards to programs they have to implement (Start up) •The DEDP implementation team coordinates with each of the program teams in order to see to it that the work to be done contributes to the attainment of division goals and objectives.
DEDP Implementation - Implementing the Plan Guidelines/Standards •The M & E Team conducts the progress monitoring & evaluation (monthly & quarterly) to assess the efficiency of implementation. This means that there is tracking of programs, projects and activities of each team to ensure that targets are met and identify the areas where implementation adjustments have to be made.
DEDP Implementation - Implementing the Plan Documents to verify achievement Progress M & E Report (Monthly & Quarterly) Annual Implementation Review Report Adjusted DAP1-DAP5 DEDP Outcome Evaluation Report RQMT Terminal Review Report
DEDP Implementation - Monitoring & Evaluation of the PlanDescriptionThe implementation of the M&E plan of the DEDP intends to internallymonitor the progress and results of its programs and projects. The M & Eplan presents the process, structure and the reports to be preparedincluding the frequency of reporting. It also explains the utilization of theM&E results for adjusting the plan. The division maintains a Division M&ETeam composed of designated Educational Supervisors working withDistrict Supervisors.
DEDP Implementation - Monitoring & Evaluation of the PlanGuidelines/Standards•The DEDP M&E plan provides for self-monitoring & evaluation throughprogress tracking tools.•Report requirements, frequency of reporting and the utilization ofmonitoring results are well defined.•Plan M&E templates are provided to efficiently carry out the data captureand analysis.
DEDP Implementation - Monitoring & Evaluation of the PlanGuidelines/Standards•Monthly M & E Report should contain physical accomplishments of thedivision while quarterly M & E Report contain both quantitative & qualitativeinformation e.g. facilitating & hindering factors, issues & concerns, andlessons learned,. Facilitating & hindering factors are important to berecorded because they can act as basis for plan adjustment.•Before the end of 1st year implementation, the Division Planning Team((DPT) meets and conducts the annual review of the AIP. This annualreview should again be conducted before the end of Year 2, 3, 4 & 5 usingthe same process as in Year 1..
DEDP Implementation - Monitoring & Evaluation of the PlanGuidelines/Standards•Before the end of the 6th year of DEDP implementation, a DEDP reviewand evaluation should be conducted by the RQMT. Results of this reviewand evaluation should be an input for the development of the next cycle ofDEDP.•The region should provide the divisions Technical Assistance on how toconduct internal review and evaluation of the DEDP implementation.
DEDP Implementation - Monitoring & Evaluation of the PlanDocuments to verify processMonitoring & Evaluation Reports of Division M&E TeamTerminal Review Report of RQMT
Managing Education Enhanced Basic Education Information System (E-BEIS) of the Division Description:The Enhanced Basic Education Information System (E-BEIS) is the primaryInformation System of the Department of Education. The E-BEIS processesdata required for budget preparation, resource allocation and performancemonitoring. It is based on data gathered from the Government ElementarySchool Profile (GESP), Government Secondary School Profile (GSSP) andPrivate School Profile (PSP) which are filled up by all elementary andsecondary schools in the country. These forms/profiles are distributedannually to capture data from schools as of the 31st of July.Managing the E-BEIS is the primary responsibility of the Planning Office andsupported by the Division ICT Coordinators.
Managing Education Enhanced Basic Education Information System (E-BEIS) of the DivisionGuidelines/Standards:•Division Planning Officer disseminates how to accomplish the E-BEISPerformance Indicator based on the E-BEIS Performance Indicator User’sManual, version September 15, 2003 or any available higher version.•Division Planning Officer in coordination with the ICT Coordinatorsconduct seminar workshop on the new E-BEIS to facilitate easyaccomplishment and submission of School Information System (SIS)reports through the web.
Managing Education Enhanced Basic Education Information System (E-BEIS) of the DivisionGuidelines/Standards:•The Division Planning Officer (DPO) sees to it that all schools are timelyupdating and submitting their performance indicators data, SBMAssessment and Teachers Strengths and Needs Assessment (TSNA).•DPO and ICT Coordinators maintain division E-BEIS processed datarequired for budget preparation, resource allocation, and performancemonitoring.
Managing Education Enhanced Basic Education Information System (E-BEIS) of the DivisionDocuments to verify process:Division E-BEIS data.Performance Indicators of the Division accessible at the home page ofthe Universal Resource Locator (URL) - http://beis.deped.gov.ph/.
Using the table below, identify the aspects in the following core processes of planning that need improvement and what can be done to improve them. Core Processes of Aspects that need What can be done Planning improvement DEDP Development DEDP implementation Management of MIS
Sharing of outputs by divisions:Ask each division to make a slogan, a song, a verse, or a jingle related to “do things right”
Quality is never an accident; it is alwaysthe result of high intention, sincere effort,intelligent direction and skillful execution; itrepresents the wise choice of manyalternatives. by William Foster