Republic of the Philippines Department of Education National Capital Region SCHOOLS DIVISION OFFICE QUEZON CITY Nueva Ecija St. , BagoBantay, Quezon City www.depedqe.ph

April 5, 2017 MEMORANDUM TO: Assistant Schools Division Superintendents Chiefs, SGOD/CID Division/District Supervisors

Public Elementary/ Secondary School Principals All Concerned TRAINING OF TRAINORS FOR ENTERPRISE HUMAN RESOURCES INFORMATION SYSTEM (EHRIS)

1. Attached is unnumbered DepEd Memorandum dated March 28, 2017, from Victoria M. Catibog, Undersecretary for Finance - Accounting and Disbursement, re: "Enterprise Human Resource Information System (EHRIS) Rollout and Training of Trainers (TOT) on Time and Attendance Management System (TAMS) and Service Requests (SR) in the Regional Office Pruper and Schools Division Proper, and Level 1 of TOT on the Electronic Personal Data Sheet (ePDS) encoding by School Personnel " 2. This two-day Training of Trainers for Enterprise Human Resources Information System (EHRIS) will be held on April 17 and 18, 2017. The venue will be announced later. 3. Th . . d toatten dth.etrammg: - e flU o owmg participants are enJome (April17- 18) Ariel Y. Landayan Personnel Section 1. 2. Joferson V.Raviro Personnel Section Macgyver G. Dimalibot ICT Section 3. (April 18) ICT Section 4. Ana Liezl C. Manarang Lagro HS Elena M. Dayag 5. Juan Sumulong HS Sherwin C. Maningas 6. Betty Go Belmonte ES 7. Michael B. Armentia Rosa L. .Susana ES 8. Michael B. Regudo Diosdado Macapagal ES 9. Jefferson I. Dela Cruz

3. Topics to be taken: a. EHRIS Environment b. Time and Attendance Management Systems (TAMS) and Service Request c. Personnel Data Sheet (PDS) Encoding by School Personnel 4. All expenses related to the activity shall be charged to the DCP 2016 Continuing Fund, while travelling expenses of the participants shall be charged to local funds ; all are subject to the usual accounting and auditing rules and regulations. 5. Parti-cipants -are a dvised t-o bring lapt-ops, extensio-n cords, and mobile hroadb d device.

6. For strict compliance

Schools

Rilustre/ICT

ivision Superintendent,+l

Office of the Undersecretary for Finance Accounting ond Disbursements MEMORANDUM To:

Regional Directors ARMM Regional Secretary Schools Division Su~rintendents Regional and Division HR Officers (Administrative Officers) Regional and Division IT Officers Public Elementary and Secondary School Heads All Others Concerned

~

From: VICTORIA M. CATIB~

UTretary for

F;rve-Accou:ztJd

o;sbursements

RE:

Enterprise Human Resource Information System (EHRIS) Rollout and Training ofTralners (TOT} on the Time and Attendance Manasement System (TAMS) & Service Requests (SR) in the Regional Office Proper and Schools Division Office Proper, and Levell TOT on the Electronic Personal Data Sheet (ePOS) Encoding by School Personnel

Date:

28 March 2017

1. The EHRIS, an innovation designed to enhance the effectiveness and efficiency of human resource management systems and processes in the Department of Education (OepEd), is undergoing the implementation process in the Central Office, and will be implemented in all Regional Offices (RO), Schools Division Offices (SDO), and all public (DepEd·managed) elementary and secondary schools. 2. Mandated by DepEd Memorandum 275, s. 2009, it ensures the automation and simplification of human resource systems and processes; provides vital Information in support of management decisions and strategic plans; and provide valid data requirements to other recipient agencies such as the Civil Service Commission {CSC), the Depanment of Budget and Manag~ment (DBM), the Commission on Audit (COA}, and the Government Service Insurance System (GSIS), among others. 3. The Information and COmmunications Technology Service (ICTS), in partnership with the Personnel Division (PO) will conduct a two-day EHRIS Rollout and TOT on the TAMS & SR in the Regional Office Proper and Schools Division Office Proper, and level 1 TOT on ePDS Encoding by School Personnel in each region. Please refer to the following table for the schedules of the training activities:

Region

Da1e

Venue•

I, II, Ill, IV-A, IV·B, VI, X, NCR

17-18 April2017

Within the Regions {To be Announced)

V, VII, VIII, lX, XII, CAR, Caraga, NIR

20- 2l.April2017

XI,ARMM

25-26 April2017

Within Region XI

• RegioMI Offices to onnounce respective venues 4.

The event aims to: 4.1. Introduce the EHRIS and its main features to HRMO and ITO in the Regional and Division levels; 4.2. Develop, calibrate, and enhance the knowledge of participants on the usage and implementation of the cHRIS; 4.3. Strengthen linkages among participants in providing technical and policy support related to the usage and imp!ementation of the EHRIS; 4.4. Allow the SDOs to come up with a plan on how to conduct the encoding of ePDS for school personnel in their ; 4.5. Collect the draft SDO ePOS completion plan; 4.6. Provide selected school personnel the basics and the elCperience of encoding the ePOS; and 4.7. Facilitate the completion of ePOS of at least 2,160 school personnel.

5. rne details on the duties of all parties involved and the program of activities are attached in this memorandum as: 5.1. Enclosure 1: Terms of Reference 5.2. Enclosure 2: Program of Activities 6. Expected participants of this activity are: two (2) staff from the Personnel Unit (the Human Resources Management Officer ond one (1) key HR staff member) and the Information and Communications Technology Unit (the Information Technology Officer or their representative) from all Regional Offices and Schools Division Offices; at least six (6) school personnel (with at least one (1) non-teaching) per SOO; and selected CO personnel from the ICTS and PD. 7. All SOO are expected to submit their list of participants to the Regional Offices for consolidation and to be forwarded to the ICTS- User Support Division for monitorj ng,

8.

In addition to the abovementioned matters, please take note of the following dates: 8.1. 5 April 2017 • Submission of the RO-consolidated Number of OepEd-Paid School Personnel as of 28 February 2017 (warm body, regardless where their Item is located). 8.2. POS completion of School personnel must be completed by July 2017 with the following targets: 8.2.1. School personnel hired on or before 28 February 2017 must complete their POS. 8.2.2. Encoding schedule is from April to July 2017. 8.2.3. At least SO% of school personnel in t he Division must complete their PDS by 31 May2017. 8.2.4. At least 75% of school personnel in the Division must complete their PDS by 30 June 2017. 8.2.5. All school personnel in the Division mus~ complete their POS on July 2017.

9. Expenses to be incurred for venue, board and lodging, and meals for school personn~l (one snack for each) shall be downloaded to the host region or division. All expenses related to the activity shall be charged to the OCP 2016 Co'ltinuing Fund, while traveling expenses of the participants from the regions, the SOO, and the schools shall be charged to local funds; all are subject to the usual accounting and auditing rules and regulations. 10. · For more information, all concerned may contact Ms. Karen Escuadro, lnforrNtion Tecllno!ogy Officer Ill, or Ms. Beth Urbano, Project Development Officer II, ICTS·User Support Division, OepEd Central Office, Bonifacio Building, OepEd Complex, Meralco Avenue, Paslg City at +63 2 633

7264. 11. For EHRIS-related inquiries, clarifica:ions and assistance, please contact the ICT Service- User Support Division EHRIS Help Desk at (02) 635 7369; 0956 477 2610 (Globe}; 0921 458 4058 (Smart); or 0942 614 9599 (Sun), during weekdays only from 7:30 am to 5:30 pm or email us at [email protected] SUBJECT: eHRIS Assist.

12.

Immediate dissemination of this Memorandum Is desired.

EncJ:

As stated

Enterprise Human Resources Information System (EHRIS) Training of Trainers Time and Attendance Management System {TAMS) and Service Requests Personal Data Sheet (POS) Encoding by School Personnel Enclosure 2: PROGRAM OF ACTtVmES Day2

~y1

OayO

Bre~kfast

Reslstriti.on and Billetlna (07:00AM • 08:00AM)

for Overnl&hters

Re,istration for Batch 1 of School Personnel (07:00AM • 08:00AM)

Opening Program

• • • •

• •

• •

lntrodutt'on to the ePDS The ePOS Enviro:'lmer.t cPDS Guidelines

•

Actual Encoding of ePDS

•

Adual Encoding of ePDS

•

Ph:lippine National Anthem Prayer Introduction of Participants Welcome Mess.1ge Statement of Purpose and Trainang Mechanics House Rules

Plenary Session •

lntroduchon to the EH~IS

•

The EHRIS Environment o log-in Page

o o

Dashboard Self Serv.ce

• • •

POS Daily Time Record (DTR) P~y Sl:p

BREAK Plenary Session

•

•

TM EHRIS Environment o Service Requests o HR Module User Account Management o Account Activation o Password Reset

lUNCH Resistr.ation for Batch 2 of School Personnel

LUNCH Plenary Session • TAMS and Service Requests o Types of Serv~ce Requests

Parallel Session • lntroductton to the ePDS • The ePOS Enviro.,ment • ePDS Gurdelines

o Raising a Request o C-lncelling a R~quest o

o o

•

Actual Encoding of cPDS

•

Actual Encodi"lg of ePDS

Viewing Prev.ouslv Raised Requests Approving Requests Rejecnng Requests BREAK

Billetinc (of confirmed participants only)

Expected Output

Plenary Session

•

Datly Tam~ R~cord (DTR) 0 Viewing the OTR o Printing the DTR

•

forum

Closing Progr:~m • Forum • •

Clostng Mess.1ge Distribution of Certificates

Enhanced roles of HRMO and ITO in using, matntalning. and supporting employee records Completely filled-out ePDS of atter.d~s