1. ICT Skills Development Workshop Day 3
Train-the-Trainer

2. (DepEd Computerization Program)
DCP
(DepEd Computerization Program)

3. DCP Process and Updates December 9, 2015

4. DCP Process Overview Pre-Deployment Utilization After Sales Deployment
Planning
Pre-Deployment
Deployment
After Sales
Utilization
Warehouse Inspection
School Inspection
This slide presents the DCP process that has 3 major steps to be explained in detail in the succeeding slides
Monitoring

5. PLANNING Development of initial proposal to be reviewed by ICTS
Review of existing packages, presentation of suggested packages;
Review of previous recipients, presentation of suggested criteria / number of recipients;
Obtain actual data from the EBEIS to have the number of schools, population, electricity status
This slide explains the planning stage for the DCP
To determine the DCP packages, a review of existing packages and development of suggested packages are undertaken by ICTS and representatives from DepEd field offices (ITOs, EPSs, teachers, school heads, etc.)
To determine the DCP recipients, ICTS undertakes the following: review of previous recipients, determination of criteria for the selection of recipients, and use of actual data from EBEIS to get school status

6. New DCP package options were devised to be more responsive to learners’ needs and K to 12 curriculum
Grade Levels
Current
New
K – Gr 3
(B 29)
N/A
1 Laptop
1 Projector (2015)
Gr 4 – 6
(B 30, 31, 32)
1 Host PC
+ 6 Thin Clients
Projector / Interactive White Board
6 students : 1 computer
2 Host PC + 12 Thin Clients
1 TV
2 students:
1 computer
Lab (2015)
*package for school w/ small enrolment
4 Host PC + 24 Thin Clients
2 Laptop
2 TV
*package for school w/ medium enrolment
10 Tablets
*package for school w/ large enrolment
Gr 7 – 10
(B 33)
8 Host PC
+ 42 Thin Clients
1 student: 1 computer
7 Host PC + 42 Thin Clients
2 Laptops
2 Projectors
1 student:
Gr11-12 (2016)
5 Host PC + 45 Thin Clients
1 Projector
Lab
51 PCs
3-in-1 Printer

7. DCP for Unenergized Schools
DepEd has teamed up with the Department of Energy to come up with a solar powered DCP package. The package will also include portable devices such a laptop and a set of tablets, since these devices have batteries and can be used without constant use of energy. A cart for the tablets, a wifi router and a set of 4 led lights will also be provided as part of this package.
Provide access to a low-maintenance,
easy to manage ICT package

8. School recipients for FY 2015 based on the following criteria:
Replacement of packages in schools that received on or before 2011
Augmentation for large enrolments in ES and some JHS
New packages for:
Kinder to Grade 3
2014 newly opened schools
Unenergized schools
Sample criteria setting in selecting recipient schools for DCP in a year

9. Pre-Deployment Stage
1. Division IT Officers conducts an orientation of recipient schools and makes an assessment of readiness in the counterpart requirements; assess school readiness based on the availability of the the following requisites:
Multi-media Classroom
computer tables in sufficient number
Windows and Doors with grills
Proper electrical wirings and outlets
adequate security mechanisms
Inspectorate team (D.O No. 5 s. 2010)
Mono chairs (50 for Secondary/ 40 for Elementary Schools)
At least 2 units of stand fan
Sufficient electrical lighting
This slide explains the counterpart requirements that recipient schools need to prepare prior to the deployment of the DCP package. The division ITOs receives the list of recipients from the regional ITOs. The division ITOs conduct an orientation of the recipient schools in order to be able to prepare the following DCP counterpart requirements

10. DCP Pre-Deployment
2. School Readiness assessment shall be recorded using this form:

11. Pre-Deployment Stage 1. Principal/School Head
Finds funds/resources to fulfill the counterpart requirements as listed in School Readiness Checklist.
Informs Division ITO of school readiness
2. Division IT Officer
Assesses the recipient schools based on the list from the DepED Memo; fills out and signs the School Readiness Checklist;
Forwards the accomplished checklist to Regional IT Officer copy furnished DCP/ICTS;
3. Regional IT Officer
Reviews the list of schools as to the completeness of the assessed schools as against the list as per DepEd Memo on DCP recipient schools;
Forwards to DCP/ICTS the complete list of schools assessed;
4. DCP/ICTS
Gives advance info to regional ITOs on the proposed recipient list. As soon as a notice to proceed has been received by the winning bidder, a DepEd memo on the DCP batch is issued and is published in the DepEd Website;
Conducts meeting with the supplier and the Inspection Group to agree on the following:
Inspection strategies and schedule
Deployment strategies and timelines
This slide enumerates the list of DepEd personnel/office involved in the DCP pre-deployment stage and the roles of each.

12. DCP Pre-Deployment Inspection (Warehouse)
Pre-delivery inspections are conducted to inspect the quantity and quality (functionality) of furniture/equipment in accordance with the technical specifications and the conditions stipulated in the contract.
Inspections are conducted at DepEd's discretion but must be agreed with the supplier with at least one day's notice by the end-user to the supplier.
The sampling selection of items to be inspected can be at random
Depending on the size/importance of the contract, the inspection process may include several inspection sessions including presence at the final stage when the furniture/equipment is prepared/ready for delivery to respective localities.
As per latest agreement with CIIP group
DCP packages are inspected according to its physical attributes (look, specifications), and also on its functionality (all components must be a working system)

13. Inspection Team Office Designation Responsibilities ICTS (DCP)
For any given inspection, the team should be composed of at least three (3) members:
Office
Designation
Responsibilities
ICTS (DCP)
Team Leader
Lead the conduct of inspection.
Asset Management Division
Member
Assign members to the inspectorate team.
Assigned members take part in inspections
Accounting Division
Assign members to the inspectorate team
Representatives from other DepEd offices (as assigned by the Property Division should no employee from the Property Division be available at the date/time of inspection)
Conduct the inspection
As per the latest agreement with the group doing the Contract Implementation and Inspection Protocol (CIIP)

14. DCP Deployment Stage
The supplier shall deliver and install the DCP computer packages in all recipient schools and train school representatives within the prescribed timeline;
Deployment shall be done during school/business days only;
Replacement of Recipient School/s shall have the following requisites:
School Principal shall issue a letter that the school is not ready to be recipient;
Division ITO to recommend to SDS replacement school for approval;
ICTS informs the Supplier regarding the replacement school .

15. Responsibilities Principal/School Head
Prepare a school memo designating school personnel who are authorized to inspect and receive DCP package. Copy furnish Division ITO;
Informs the personnel in-charge to receive the package on the schedule of delivery;
Division IT Officer
Informs recipient schools on the schedule of delivery of the DCP package;
Regional IT Officer
Forwards the schedule of delivery to all Division ITO
DCP/ICTS
Informs Regional ITO on the schedule of delivery in all recipient schools in all the divisions of the concerned regions;
Supplier
Coordinates with the Division ITO and informs the schedule of delivery in the recipient schools;
Communicate with recipient schools to inform the specific dates on the deployment activities

16. Supplier Requirements
Responsibilities
Phase
Supplier Requirements
School Requirements
Delivery
Thru partner forwarder, deliver ICT equipment (in boxes)
Check thoroughly the package before receiving; The head of the office/school will appoint members of an Inspection Committee. This committee will be comprised of a team leader, a technical expert with technical knowledge relevant to the goods delivered, and a provisional member which my come from the Parent-Teacher Association (PTA) or from a nongovernmental organization (NGO).
Installation
Determines that all items are complete, proceeds to begin setup, installation and configuration on each assigned e-classroom.
After installation, the ASP tests the equipment to ensure all are working and compliant with the technical specifications.
The school must already be prepared with the complete counterpart requirements as prescribed by DepEd Central Office
The school must follow the prescribed e-Classroom layout (Please see Figures 3 and 4).
Check that the ICT equipment is working properly
ASP – Affiliated Service Provider

17. Sample Delivery Receipt
Make sure that when signing the DR, always indicate the date (bottom right of DR) and time your received the package. Absence of this will sometimes refer the date the DR prepared (top right of the DR) will be refered to as the actual date received.

18. Supplier Responsibilities School Responsibilities
DCP Deployment Stage
Phase
Supplier Responsibilities
School Responsibilities
Training
Provide the required training based on the Terms of Reference (ToR)
Training on various topics is centered on the operation and maintenance of the computer equipment.
School should have 3-10 of its personnel/representatives participate in the Training Course provided by the Supplier’s service partner. The participants should see to it that the topics and the prescribed training duration in the ToR is followed.
The school personnel/representatives sign the attendance sheet that forms part of the Training Checklist (Figure 5). As proof of attendance, attendees are advised to prepare beforehand a copy of their front and back photocopy of School ID/DepEd ID.
After the completion of the training, the school Principal/authorized representative signs the training checklist.
The supplier’s service partner should provide the materials such as handouts, videos, presentations that were used during the training.
ASP – Affiliated Service Provider

19. Inspection at Delivery Site
Conducted by the School Inspection Committee (SIC)
At least two (2) school personnel need to be present to conduct the inspection.
The inspection procedures may be guided by special instructions/guidance resulting from the pre-delivery inspection conducted by the central office inspectorate teams (when applicable).
Items not in accordance with the technical specifications or which include defects and broken parts can be rejected and returned to the supplier for replacement/rectification.
At least 2 members of SIC shall sign in the inspection portion of the IAR
School property custodian shall accept the school furniture and sign the acceptance portion of the IAR.

20. Supplier Requirements
Responsibilities
Phase
Supplier Requirements
School Requirements
Acceptance
For payment purposes, secure a copy of the signed IAR, have a copy of pictures in any stage of the deployment.
The School Inspection Committee shall sign the Inspection and Acceptance Report (IAR) prior to the acceptance by the Property Custodian.
Supply Officer/Designated Property Custodian returns original copy 1 of IAR to the supplier for payment purposes.
The School Property Custodian provides copy of the IAR to the Division Office – Supply Office for Booking-Up
The Division IT Officer shall facilitate the signing of Certificate of Final Acceptance and IRP for signature of the Division Supply Officer and Schools Division Superintendent.
ASP – Affiliated Service Provider

21. Sample IAR
Signatures of at least 2 members of the School Inspection Committee indicating the date
Acceptance portion will be signed by the school property custodian
Make sure that supplier satisfied all the requirements: complete and no defective delivery, propertly installed package and training of at least 3 teachers/school pax for 2 days (up to 2013 budget) but 6 hours for the 2014 Budget

22. School Inspection Team
Composition of SIC:
Office
Designation
Role
Recipient School
Team Leader
Lead the inspection of the goods & signs in the IAR form
Member
inspect delivered goods & signs in IAR form
Member/School Property Custodian
Observes the inspection and accepts the goods by signing in the acceptance portion of the IAR.
Parent-Teacher Association (PTA)*
*DepEd Order No.5 s.2010 includes PTAs or NGOs as provisional members of the school inspection committee
Inspect delivered goods & signs in IAR form
As per latest agreement with the CIIP group. But there is an idea of not involving PTA/NGO as provisional member since they are not considered employee/s of school.

23. DCP After-Sales Stage
Three (3)-year comprehensive and on-site warranty for the whole IT Equipment package;
Effective upon signing of Inspection and Acceptance Report (IAR)
Consumables under standard/base warranty or minimum of one (1) year warranty:
Laptop and Tablet Batteries
Projector Lamps
Headsets
External Portable Optical Drives
Optical Mouse for Laptops
Laptop Coolers
The 3 year warranty means the whole package will function for the next 3 years.
Effectivity of the of the 3 year warranty is the day after the indicated date accepted (bottom right of IAR)

24. DCP After-Sales Stage
3 calendar days to repair the unit/s upon receipt of request
In case unit/s cannot be repaired within 3 days, the unit/s must be replaced within a maximum of 7 calendar days;
Pull out of equipment for repair/replacement shall be made with written authorization from the supplier duly approved by the school head/representative
Any unauthorized tampering or opening of units shall automatically void the warranty.

25. Responsibilities Principal/School Head/School Personnel
When reporting concerns on the package, the school representative must make sure to be ready with the following information:
Name of School:
School ID:
Name & Designation of the person who reported the problem:
Contact Nos:
Type of Machine/Brand/ Model:
Serial #:
Problems Encountered:
The school representative contacts the Supplier’s Care via landline/mobile/ through the details posted in the Contact Sticker found in every equipment.

26. Responsibilities Division ITO
Provide initial trouble shooting assistance to schools to resolve reported concerns
Assist the school to ensure prompt response of the supplier on the concerns reported by the school;
Supplier
Shall perform all warranty repairs/services
Should notify the school of the authorized partner for each onsite visit/repair/pullout.

27. DCP Helpdesk/Ticketing System
Monitoring
DCP Helpdesk/Ticketing System
To monitor the DCP deployment progress and after-sales performance of Suppliers.
Schools report to the system thru SMS (text) and website on:
DCP deployment (delivery, installation, training, acceptance)
Defective component of the DCP package
Can be viewed by recipient schools, regional and division ITOs and Suppliers
Phase 1/Pilot to be conducted January 2016
Phase 2/Roll-out schedule, Quarter 1, 2016

28. Key Words for Texting to Ticketing System
Text Command
Instruction
Sample Text
Delivered
To confirm delivery, just text DELIVERED<space>BATCH NO.<space>DR NO.<space>DATE OF DELIVERY<space>MESSAGE.
DELIVERED Batch1 DR Projector Delivered. Thank You!
Installed
To confirm installation, just text INSTALLED<space>BATCH NO.<space>DATE OF INSTALLATION.
INSTALLED Batch Projector is mounted on the wall.
Trained
To confirm completion of training, just text TRAINED<space>BATCH NO.<space>END DATE OF TRAINING.
TRAINED Batch I can now use the projector.
Accepted
To confirm acceptance of batch, just text ACCEPTED<space>BATCH NO.<space>DATE OF ACCEPTANCE.
ACCEPTED Batch Thank you for the projector.
New
To send/submit a new issue/problem just text NEW<space>BATCH NO.<space>MESSAGE.(LOT NO.?)
NEW Batch1 Projector is overheating.
Update
To send/submit an update to your ticket, just text UPDATE<space>TICKET NO.<space>MESSAGE
UPDATE Projector is on fire.
End
To end your ticket, just text END<space>TICKET NO.<space>MESSAGE
END Projector is now working. Thank you.
Deployment
A f t er
Sa l es
Smart –
Sun -
Globe -

29. Utilization Monitoring Encourage utilization of the package;
Maintain logbook to record utilization;
Class schedule using the package;
Preparation of teaching materials;
Push for the maximize use of the DCP package for teaching and learning across subjects both for Elem and Sec
Having logbook gives us the basis that the package is actually being used

30. QUESTIONS?

31. THANK YOU! Contacts Dir. Aida C. Yuvienco, aida.yuvienco@deped.gov.ph
Arturo D. Tuazon,
(632) ; Mobile
Alvin Salcedo
Maui S. Dulce –
(632) / (telefax)
THANK YOU!

32. PLANNING GOAL: Increase utilization of ICT
(For school designated IT Officers)
GOAL: Increase utilization of ICT
for teaching and learning via DCP

33. IMPLEMENTATION PLAN

34. Venue and Schedule Technical Documentation Other Logistics
TRAINING PLAN
Venue and Schedule
Technical
Documentation
Other Logistics

35. IMPLEMENTATION PLAN TEMPLATE
Division:
School Name:
ICT Coordinator’s Name
Key Contacts:
Strategies: 1. 2.
Activity
Person Responsible
Start Date
End date

36. IMPLEMENTATION PLAN TEMPLATE
Filename format:
FirstName_LastName_DivisionName
Example Filename: Ann_Amaro_Tacloban.docx

37. PLANNING OUTPUT (by March 2016): At least 1 training session conducted
(For school designated ICT coordinators)
OUTPUT (by March 2016):
At least 1 training session conducted
Clear lab schedule in your school

38. End of day 3

39. Thank you for your participation!
End of day 3
Thank you for your participation!