User Guide on Enhanced BEIS
Module 2.1 Data-entry and Submission of Beginning of School Year Report
Objective To enable an authorized school user to enter and submit BEIS Report for a particular reporting period.
I. INSTRUCTIONS TO USER
This User Guide aims to facilitate the training on this specific module of the EBEIS. Actual application shall follow the EBEIS Guidelines for Operation. For purposes of training only, the
trainers and participants shall access the testing environment of the EBEIS using this web address beis.deped.gov.ph/beistestonly.
Using filled up GESP and GSSP form as reference, simulate the process of entering and submitting the beginning-of-school year statistics through the EBEIS. The steps to accomplish this
task are described in this document. As each step is undertaken, please document any significant results, difficulties or problems encountered including recommendations on enhancing the
system functionality. This information is documented under the “Remarks and Comments” column.
.
II. DETAILS OF STEPS
Action Result of Action Done Remarks & Comments
1. Access the EBEIS BEIS Main Page with the name of school and user is displayed.
1.1. User accesses the EBEIS by typing
beis.deped.gov.ph/beistestonly in web BEIS Main Menu lists the following:
address box. View School Profile
1.2. User enters given username and password. BEIS Data Entry
Sector M&E Reporting
School Report Card
Learning Outcomes Reporting
SBM Assessment & Reporting
Performance Indicator
Data Analysis
2. EBEIS Report Facility
2.1. Click on BEIS Data Entry in the Main Menu List of report facilities relevant to the type of school are
displayed.
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User Guide on Enhanced BEIS
Action Result of Action Done Remarks & Comments
For elementary:
Report on Govt Elem School Profile (Beginning of School
Year)
Report on Govt Elem. School Profile (End of School Year)
For secondary:
Report on Govt Secondary School Profile (Beginning of
School Year)
Report on Govt Secondary School Profile (End of School
Year)
3. Beginning of SY Report Facility
3.1. Select Beginning of School Year Report (GESP System displays input screen for report parameters.
or GSSP) from the list of reporting facilities. This page displays historical record of End Of School Year
reports submitted.
3.2. Enter the following data:
Report Date as the cutoff date which is July 31 of
the current school year
Prepared Date is the date GESP or GSSP was Upon clicking Save button, report details are displayed.
prepared.
3.3. Then click Save button.
4. Prepare to Enter Beginning of SY data
4.1. Click on Report Year link of newly created System displays the data-entry page for the beginning of school
Beginning of School Year Report. year report. .
4.2. Using sample GESP/GSSP on hand, enter data Upon clicking Save button, message “Data saved” is displayed if
in the facility provided by the EBEIS. Each table all data entered are valid and consistent in all the forms.
in the GESP/GSSP corresponds to a similarly
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User Guide on Enhanced BEIS
Action Result of Action Done Remarks & Comments
labeled tab in the online form. Upon completing If data is not complete or inconsistent, an error message is
data-entry, click Save button to create record in displayed. Correct data error and click Save to commit changes.
the database.
5. Enter Pupil Data
5.1. Click on Pupil Data tab. Then click “Here” to Message “School has no entry for the selected year. Please click
display data-entry page. HERE to create one”.
5.2. Enter pupil data from Table A of GESP and Upon clicking Save button;
GSSP. Totals are validated against totals in Age Profile and
System automatically performs data validation Number of Classes By Shift.
and consistency check If totals tally, message “Data saved” is displayed.
If totals do not tally, error message is displayed.
5.3. Upon completing data-entry, click Save button.
6. Edit Data
To correct data, click Edit link at the bottom of page, Upon clicking Save button system performs a validation check.
then correct erroneous data. Click Save button to If data entered is correct, message “Changes saved” is
commit changes. displayed.
If data entered is incorrect or inconsistent with other previously
entered data, error message appears;
7. Enter Age Profile
7.1. Click on School Age Profile tab. Message “School has no entry for the selected year. Please click
HERE to create one”.
Upon clicking “HERE”, School Age Profile page is displayed for
inputting data.
7.2. Enter age profile data from Table B of GESP and Upon clicking Save button;
GSSP. Data on total enrollment by grade/year level and gender is
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Action Result of Action Done Remarks & Comments
System automatically performs data validation validated against the totals in Pupil Data and No. of Classes
and consistency check By Shift .
. If data entered does not tally error message such as “Male
7.3. Upon completing data-entry, click Save button. enrollment do not reconcile with pupil data” or “Female
enrollment do not reconcile with pupil data” is displayed. .
If data entered tallies with Age Profile and No. of Classes By
Shift, message “Data saved” is displayed.
8. Enter No. of Classes By Shift
8.1. Click on No. of Classes By Shift tab. Click on Upon clicking Save button;
“HERE” link to display page for data-entry. Data on enrollment and no. of classes is validated against
the Pupil Data and Age Profile.
System automatically performs data validation If data entered does not tally error messages such as
and consistency check “Enrollment data do not reconcile with pupil data” or “No. of
. classes do not reconcile with pupil data” is displayed.
8.2. Upon completing data-entry, click Save button. If data entered tallies with Pupil Data and Age Profile,
message “Data saved” is displayed.
9. Enter Special Needs
9.1. Click on Special Needs tab.
Children With Special Needs page is displayed.
9.2. Enter data from Table D of the GESP and GSSP.
System automatically performs data validation Upon clicking Save button,
and consistency check Total enrollment is validated against total SPED graded and
non-graded SPED enrollment in Pupil Data and Age Profile.
9.3. Upon completing data-entry, click Save button. If data is not reconciled, error message is displayed
If data is reconciled, message “Data saved” is displayed
For elementary schools only
10. Enter Enrollment in Kindergarten Summer
Program
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Action Result of Action Done Remarks & Comments
10.1. Click on Kindergarten Programs tab. Kindergarten Summer Programs page is displayed.
.
10.2. Enter data from Table E of the GSSP, then click Upon clicking Save button, message “Data saved” is displayed
Save button.
For secondary schools only
11. Enter Pupil Data By Programs
11.1. Click on Programs – Pupil Data tab. Click on Pupil Data By Programs Offered page is displayed. This page is
“HERE” link to display page for data-entry. Enter a data-entry facility for enrollment by grade/year level by
data from Table E of the GSSP. program offered. Hence, if a school is categorized as Regular
School With Special Programs and has SPED Class and
System automatically performs data validation Regular Class as two programs in its school profile, these
and consistency check programs are the only items that will appear on the page.
.
11.2. Then click Save button.
12. Submit report (GESP/GSSP) online
12.1. Having entered all required school data for the
given reporting period and ensuring that every
page has passed data validation & consistency
check, the school user prepares to submit the
report to the Division Planning Unit
12.2. Click on BEIS Reporting, then select type of
report.
12.3. In the page where the list of historical record of Page displays details of report such as report date, data
the specific report type is displayed, click prepared, prepared by.
Submit Report. This link is found under the last
column labeled “Action”. User may have to scroll
to the right to be able to view this.
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Action Result of Action Done Remarks & Comments
12.4. Click Submit to finalize this process. System performs validation check.
If all data are valid and consistent, message “Report Submitted”
is displayed.
If data entered is invalid or inconsistent, specific message of
data inconsistency is displayed.
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