DCP Orientation Handbook PDF

Department of Education
DepEd Computerization Program

Orientation Handbook
DepEdComputerizationProgram(DCP)OrientationHandbook Page1

Table of Contents
TableofContents
Introduction
DCPDeploymentProcess
Predelivery
SchoolReadiness
SampleSchoolReadinessChecklist
DeliveryProcedure
Information
ActualDelivery
Responsibilitiesofthesupplier/manufacturer/contractor
Unboxing
Installation
Stepbystepinstallation
SuggestedeClassroomLayoutSecondary
SuggestedeClassroomLayoutElementary
Inspection
Definition
MethodsofPropertyInspection
InspectionCommittee
Elementsofacomputersystem
InspectionProceduresonComputerPackages
Training
Acceptance
WarrantyService
ServiceReportingProcedures
ServiceResponseTime
ServiceReportingReminders
CasesofVoidWarranty
EquipmentMaintenanceandCareTips
Documentsrequiredfordeliveries:
SampleSupplierDeliveryReceiptandSerialNumberForms
SampleInspectionAcceptanceReport
SampleTrainingChecklist
SampleInvoiceReceiptforProperty
IssuanceandAcknowledgementofItems
Definition
Procedure
PreparationoftheAREshallbedoneperitem
ProceduresonAcceptance,Inspections,andRecordingofDeliveries
FrequentlyAskedQuestions(FAQ)
Introduction
TheDepEdComputerizationProgram(DCP)aimstoprovidepublicschoolswithappropriatetechnologies
thatwouldenhancetheteachinglearningprocessandmeetthechallengesofthe21stcentury.
ThefollowingaretheobjectivesoftheDCP:
ProvideICTpackagestopublicschoolsthatisresponsivetotheneedsoftheK12curriculum;
IntegrateICTintheteachingandlearningprocess;
RaisetheICTliteracyoflearners,pupils,students,teachersandschoolheads;
Improvecomputertostudentratiointhepublicschools,and
ImprovethereplacementcycleofICTpackages.
DCP Deployment Process
Pre-delivery
School Readiness
The school must prepare the complete counterpart requirements as prescribed by DepEd
CentralOffice:
1. MultimediaClassroom
2. ComputerTables
3. WindowsandDoorswithgrills
4. ProperelectricalwiringsandoutletsdulycertifiedbytheMunicipal/CityElectrician
5. Provisionofadequatesecuritymechanisms
6. SchoolInspectorateteamwasorganized
7. 50piecesmonochairs
8. Atleast2unitsofstandfan
9. Sufficientelectricallighting
Asproof thattherecipientschoolisreadytoreceivetheDCPpackage,thedivisionITofficers
mustassesstheschoolsreadinessbyaccomplishingaSchoolReadinessChecklist.
Sample School Readiness Checklist

Delivery Procedure
Information

1. The DepEd Central Office informs the regions through the regional IT Officer of the
scheduleofdeliveriesfortherecipientschools.
2. Thesupplierinformsthedivisionofficesandrecipientschoolsofthescheduleofdeliveries.

Actual Delivery

1. Thedeliverytruckarrivesattheschool.
1.1. The delivery personnel looks for the one of the following school representatives to
receivetheitemsinthefollowingorder:

PropertyCustodian
Authorizedrepresentative(withauthorizationletter)

Noneoftheabovemeans NODELIVERY .

1.2. If property custodian willreceivetheitems, he/sheneeds to presentFrontand Back
photocopyoftheirSchoolID/DepEdID
1.3. If the authorized representative will receive the items, he/she needs topresent the
following:
1.3.1. AuthorizationLettersignedbythePropertyCustodian
1.3.2. FrontandBackphotocopyofthePropertyCustodiansSchoolID/DepEdID
1.3.3. FrontandBackphotocopyoftherepresentativesSchoolID/DepEdID

2. Thedeliverypersonnelunloadtheitemsinthesecureroomprovidedbytheschool.

3. The property custodian or his/her authorized representative inspects the BOXES ONLY
forsignsoftampering,mishandlingordamages.

4. Lookforthissticker(Figure1)andmakesurethatitisnottornorremovedinanyway.

Figure1.SuppliersTamperSticker
PLEASE ENSURE THAT THIS STICKER IS

NOT REMOVED / TAMPERED,
OTHERWISE, RECIPIENT SCHOOL WILL BE
RESPONSIBLE FOR ANY
LOSSES/DAMAGES.


5. IftheboxesareOK,schoolrepresentativessigntheForwarding
Bill
(Figure2)

F
igure2.ForwardingCompanybill

Responsibilities of the supplier/manufacturer/contractor

1. Thedeliverymustbewithinthespecifiedperiodatthelocation/sindicatedintheP.O.orcontract.
2. Deliverymustbedoneonweekdaysbetween8amto5pm.
3. Thedeliverymustbeinaccordancewithtechnicalspecifications,terms,andconditions.
4. Incaseofcalamities,deliveriescanbeacceptedbynearbyschools,butonlyforsafekeeping.

IftheboxesareNOTOK,theinspectorateteamshoulddothefollowing:

1. InformtheSupplierbycalling/textinganyofthenumberstobeprovided.
2. InformyourDivisionICTCoordinatorregardingtheconcern.
3. MakeanoteintheAirwayBilloftheobservedproblems.

Reminders

Make sure your contact details are updated . The deliverypersonnel willnot be
abletocallyouifyourcontactdetailsarewrong.

Bepresent onthespecifieddateandtimeofdelivery.

Inspecttheboxes beforereceiving.

Aboveallelse,donotopentheboxes.

Supplier policy restricts the opening of theboxes fortheprotection of theCompany,
theCourierandtheClientincasesomeitemsaremissingordamaged.

Dependingon thecircumstances, for aslongastheboxeswerenotopenedprior
to the unboxingbythe suppliersauthorized representative;afullinvestigationonthe
partofthesupplierandtheforwarderisconductedfirstbeforeinvolvingtheschool.

Whensigningdocuments,pleaseprintfullnamesanddesignations.
Unboxing

1. The Suppliers
AuthorizedService Partner (ASP) callstherecipientschool to schedule
unboxing,installationandtrainingdates.

2. TheASParrivesonsiteonthescheduleddateandproceedstoinspectthedelivereditems:

2.1 ASPinspectstheconditionoftheoutsideboxfortampering,mishandling,damage.

2.2 ASP opens the boxes and inspects the condition of items and completeness of
items,accessoriesandotherperipheralssuchasproductmanuals.

3. IfOK,ASPproceedstotheinstallationstep.


Reminders

Bepresentonthespecifieddateandtimeofunboxing.

Ensure
thatallcounterpartrequirementshavebeencompleted.
Installation

Step by step installation

1. After the ASP unboxes the items and determines that all items are complete, the ASP
proceedstobeginsetup,installationandconfigurationoneachassignedclassroom.
2. After installation, the ASP tests the equipment to ensure all are working and compliant
withthetechnicalspecifications.
3. The school must already be prepared with the complete counterpart requirements as
prescribedbyDepEdCentralOffice(refertoPredelivery)

The installation can only proceed depending

on the readiness of the schools classroom
or laboratory. Incomplete classroom
requirements means NO INSTALLATION

4. TheschoolmustfollowtheprescribedeClassroomlayout.


Suggested eClassroom Layout Secondary
Suggested eClassroom Layout Elementary

Reminders

Avoid making sudden and unnecessary changes or adjustments to prearranged
installationlayoutswiththeASP,asthiswillcausedelays.

Supplier does not permit its ASPs to make any modifications and/or additional
improvements to the equipment andinstallationspecificationsset down in the Terms
ofReference ofDepEdCentralOffice.Anyandallmodificationsmustbeconsultedfirst
withthesupplier.

Liabilities incurred in the performance of any unauthorized work at the
behestofschoolrepresentativesshallbechargedtotheschoolaccordingly .
Inspection
Definition
Theexaminationofsuppliesandservicestodeterminewhetherthesuppliesandservices
conformtocontractrequirements.Requirementsinclude:applicabledrawings,technical
specificationsandpurchasedescriptions.


Methods of Property Inspection
1. InspectionbySampling Usually,10%oftheentiregroupisusedforsampling
a. RandomSamplingSamplesfromthedeliveredgrouparechosenatrandomfortesting
b. IntervalSamplingAfteracertainnumberofitemsarecounted,asampleischosenfor
testing.Forexample,whengoingthroughadeliveredsetoflaptopsarrangedinaline,
every10th
laptopischosenfortesting.
2. InspectionbyItem Individualitemsarecheckedforconformitytorequiredspecification.
Fordeliveredelectronicequipment,randomandintervalsamplingmethodsarenotapplicable.
Inspectionbyitemmustbeconducted.Amongthedetailstobecheckedaretheserialnumber/s,
brandname,model,pointoforigin,patentnumber.
Inspection Committee

1. The School Principal shall constitute an
Inspection Committee consisting of two (2)
schoolpersonnelandone(1)representativecomingfromPTCA/NGO.

2. The Inspection Committee must have a copy of the Inspection and Acceptance Report
(IAR)andtheSerialNumberChecklist.
3. Inspectors should be familiar with the equipment technical specifications and quantity
priortoconductingtheinspection.


Things to remember during inspection

Elements of a computer system

Hardware : physical components of the system such as the monitor, keyboard,
motherboard,circuits,wires,etc.
Software : all nonphysical components of the system, such as programs, used to
direct
computeroperations
Inspection Procedures on Computer Packages

1. Upon receipt of the Request for Inspection, see to itthatallrequireddocuments
are attached like the original copies of the perfected Purchase Order/Contract,
DeliveryReceipt/SalesInvoice,andothers.
2. Check the documents submitted for completeness and authenticity prior to
inspection
3. Take note of any alterations, erasures or other modifications in the perfected
PurchaseOrder/Contract. Thesemodifications mustbeverifiedandauthenticated
byauthorizedapprovingofficials.
4. Take note of the receipt of the Property/Supply Unit, the place and date of
delivery.
5. If thereisarequiredsamplementionedintheperfectedPurchaseOrder/Contract,
ask for the approved sample for purposes of comparison/verification. In cases of
inconsistencies betweensample andthe PurchaseOrder/Contract,specificationon
theperfectedPurchaseOrder/contractshallprevail.
6. Afterallthedocuments havebeenevaluated,proceedtothedeliverysitespecified
in the perfected Purchase Order/Contract and conduct inspection and testing
procedures.
7. Conduct physical inspectionofthe itemsdelivered. Count theitems delivered and
checkwiththerequiredquantity
8. Check the packaging, labeling, markings and other means of identification that
meet specifications; orifnotspecificallycalledfor,conformtothebest commercial
practices for protecting the items during transportation, storage, handling and
distribution.
9. Determinewhetheritisbrandnew,reconditionedorrebuilt.
10. Take note of the serial number,product number,pointoforigin, specifications in
accordancewiththebrochureandaccessoriesthatgowiththeequipment.
11. Takenoteof:
Obvious damage or defects in the equipment, accessories, connectors,
plugs,socketsetc.
any discoloration, rust, stains and decays due to exposure to heat,
chemicalsormoisture

Ensure that flexiblecords areeffectivelyanchoredtoequipment,plugsand
sockets.
12. Performtrialandoperationaltestontheequipmentdelivered.
Request thesupplier todemonstratethe operationoftheequipmentinthe
presenceofEndUserandobserveitsactualperformance.
13. Hearing is essential in the detection of defects indicated by unusual sounds or
noises audible when observing the operation of equipment such as knocking,
squeaking,sputtering,cracking,breaking,scratching,etc.
14. Consider the characteristics which may be determined by touch or feel, in the
inspection of different equipment, include such common, qualities as heat, cold,
flexibility,hardness,softness,thickness,firmness,etc.
15. Checktheinclusionofwarrantycertificateandinstructionalmanual.
16. Prepare the Inspection and Acceptance Report immediately after inspection for
submissiontotheSupplyOfficerforacceptance.
Important Note: Inspection and test for compliance to its features shall at all times be done in accordance with
the following procedure:
Colookingintoitsinsidecomponent
TheInspectorateTeam andtheSupply Officer/DesignatedPropertyCustodianshallprepare

andsignthe
InspectionandAcceptanceReport(IAR).

1. Original:supplier,tobeattachedtotheDV
2. Copy2:PropertyInspector/InspectionTeam
3. Copy3:PropertyandSupplyUnitFile
How to check a computers specifications (Windows 8, Multipoint Server)

1. Clickthefolderonthetaskbar
2. Rightclick
Computer

3. Rightclick
Properties

4. Thenthescreenbelowwillappear

Thisscreenwillshowthespecificationsofthecomputer.
Training

1. Schoolshouldhave310ofitspersonnel/representativesparticipateintheTrainingCourse
providedbytheSuppliersservicepartner.

2. The Training Course on various topics is centered on the operation and maintenanceof
thecomputerequipment.

3. The school personnel/representatives sign the attendance sheet that forms part of the
TrainingChecklist.As proofofattendance,attendeesareadvisedtopreparebeforehanda
copyoftheirfrontandbackphotocopyofSchoolID/DepEdID.

After the completion of the training, the school Principal/authorized representative signs the
trainingchecklist.

The suppliers service partner should provide the materials such as handouts, videos,
presentationsthatwereusedduringthetraining.
Acceptance


Whenthedelivery,installation,inspectionandtraininghavebeenconductedandaccepted,
1. The School Inspection Committee shall sign the

Inspection and Acceptance Report
(IAR)
priortotheacceptancebythePropertyCustodian.
2. Supply Officer/Designated Property Custodian returns original copy 1 of IAR to the
supplierforpaymentpurposes.
2.1. ForSecondary/TechVocSchools:
2.1.1. WithBookofAccounts:TheSchoolHead acceptsthetransferupon
acceptanceofdeliveriesbytheInspectionCommitteeandtheSupplyOfficeror
designatedPropertyCustodian
2.1.2. Without BookofAccounts:The SchoolsDivisionSuperintendent accepts
thetransferthrutheInvoiceReceiptofProperty(IRP)uponacceptanceof
deliveriesbytheSchoolInspectionCommitteeandfinalacceptanceofthe
DivisionSupplyOfficer
3. The School Property Custodian provides copy of the IAR to the Division Office
SupplyOfficeforBookingUp
4. The Division ICT Coordinator shall facilitate the signing of Certificate of Final
Acceptance and Invoice Receipt of Property (IRP) for signature of the Division
SupplyOfficerandSchoolsDivisionSuperintendent.

Warranty Service
There is a 3 year warranty for the whole ITequipmentpackage onparts,laborand onsite

serviceor asapplicable tothedelivereditemsstartingon the dateof theProjectCompletion
Certificate. Suppliers are also required to do apreventive maintenancecheck of ITpackage
every6monthsduringthe3yearwarrantyperiod.
The following sections provide informationon theextent ofwarrantycoverage,howtoavail

of warranty service, what to expect and how to properly care for the equipment to avoid
breakdownandcasesofvoidwarranty.
Service Reporting Procedures
Thesuppliermaybereachedfrom8:00amto5:00pmMondaytoFridayexcludingholidays.
Incase equipment problems orbreakdownisexperienced,the following proceduresmustbe

followedtoensurefastandefficientservice:
1. BeforecontactingtheSupplier:

To report aconcern , theschoolrepresentativemustmake suretobereadywiththe
followinginformation:
NameofSchool:
SchoolID:
Name&Designationofthepersonwhoreportedtheproblem:
ContactNos:
TypeofMachine/Brand/Model:
Serial#:
ProblemsEncountered:
2. The school representative contacts the Suppliers Care vialandline/mobile/email through

thedetailspostedintheContactStickerfoundineveryequipment.
3. If the information is complete , an Authorized Technician will call to isolate the

concern and perform Telephone Support within one hour from confirmed receipt of
details.
4. If the information is incomplete ,CustomerCarewill haveto callfirstto complete all

informationbeforeaTechniciancancalltoassist.
5. DuringTelephoneSupport :
5.1 If theproblemisresolved,CustomerCarecallsthe schooltovalidatecompleteness

ofworkandclosesthecallticket.

5.2 Iftheproblemisunresolved,theSupplierwillperformoneofthefollowing:

Onsiterepairservice.
Pulloutdefectiveunitforrepair.
SendreplacementitemandperformTelephoneSupportforinstallation.

6. Afterstep5.2isperformedandthe problemisresolved,theSuppliersCustomerCarecalls
theschooltovalidatethecompletenessofworkandclosesthecallticket.

Service Response Time

We recognize the importance of keeping equipment up and running at optimum capacity
100% of the time and that is why the Suppliershallprovidequalitycustomerservice at the
fastestpossibletime.

Forthisproject,recipientschoolswillbeservicedunderthefollowingresponsetimes:

ResponseType ResponseTime
ContactfromCustomerCare within1hourfromreceiptofreport
Onsiteservice(withincity) within24hoursfromnotificationofSupplier
Onsiteservice(provincial/remote) within48hoursfromnotificationofSupplier
Service Reporting Reminders

Allwarranty repairs/services aretobeconducted bythe Supplieronly.Donot tryto
open/repair/modify the item on your own. Any unauthorized tampering or
openingofunitsshallautomaticallyvoidthewarranty.

All reports/concerns are to be forwarded to Supplier only.
Service partners who
conducted theInstallationand Trainingarenotauthorizedtoconductrepair
withoutnoticefromtheSupplier.

Anycharges and/ordamagesincurredfromoutsourcingrepairtoanypartyotherthan
the Supplieror its dulyassigned partnershallbe
attheexpenseoftheschooland
shallvoidtheequipmentwarranty .

Authority to conduct services/repairs/pullout is on
a onetime transaction basis
only .Supplierspersonnel shouldnotifyyouoftheauthorized partnerforeachonsite
visit/repair/pullout.

Nopulloutshouldbeallowedwithoutaserviceunit.

No repair/pullout will be conducted without official notification fromthe Supplier.
Do
not entertain couriers or technicians if you have not received any notice
fromtheSupplier .


Whenindoubt,
calltheSuppliersCustomerService
.

Cases of Void Warranty

Below canbefoundsomecommoncauses encounteredbyschoolswhythewarrantyoftheir
equipment is voided. Most of the time, these cases may be avoidedor preventedbysimply
following the procedure stated in this manual and keeping in mind the various reminders
statedabove.
1. Waterdamage
2. Electricaldamagecausedbyanexternalpowersource
3. Unauthorizedopeningoftheitem
4. Unauthorizedrepairusingathirdpartyservicecenter
5. Damagecausedbyinstallationofunapprovedaccessoriesorsoftware
6. Damagecausedbyunauthorizedmodificationofparts
Equipment Maintenance and Care Tips

Keepequipmentcleanandawayfromdust.

Donoteatorallowfoodnearthecomputerunits.

Keep the computer units plugged in theUPSwhenoperating.TheUPSprotectsyour
unitsfromsuddenpowerfluctuations/outages.

KeeptheUPScharged.

Keep the equipment in its originalconfiguration.Avoidinstalling unauthorized and/or
unlicensed/piratedsoftware.

Alwayskeepyourantivirussoftwareuptodate.

The school must be ready with its completed documents and facilities, such as rooms and
electricity,beforeadeliveryismade.


Documents required for deliveries:
Sample Supplier Delivery Receipt and Serial Number Forms




Sample Inspection Acceptance Report


Sample Training Checklist


Sample Invoice Receipt for Property


Issuance and Acknowledgement of Items

Definition
theactoftransferringthecustodianshipofpropertyfromonepersontoanother
AcknowledgementReceiptofEquipment(ARE)forITequipment,librarybooks,etc.
Procedure
Forimplementingunits:Afterrecordingdeliveryintheinventory,theSchoolPropertyCustodian
preparesAcknowledgementReceiptforEquipment(ARE)totheaccountableofficer
Fornonimplementingunits:Afterrecodingdeliveryintheinventory,theDivisionSupplyOfficer
preparesAcknowledgementReceiptforEquipment(ARE)totheaccountableofficer

Preparation of the ARE shall be done per item
Procedures on Acceptance, Inspections, and Recording of Deliveries
Frequently Asked Questions (FAQ)
1. Whatdoesaschoolneedtodobeforeacceptingequipment?
Ensure that there are facilities ready to accommodate deliveries. If theseare
ICT equipment, the schoolmusthave electricity.Schoolreadinessforms must
be submitted to the ICTU at theDepEdCentralOfficebefore beingeligibleto
receiveDCPpackages.
2. Whocanacceptthedeliveries?
The Supply Officer/Property Custodian or his/her authorized representative of
theschoolwillacceptbasedontechnicalspecifications.
3. Whenandwherecanthedeliveriesbeaccepted?
Acceptanceofdeliveriesshallonlybedoneonweekday,8am5pm.
Deliveries will be accepted at the location indicated in the Purchase Order
(P.O.)orcontract.
Deliveries should be rejected if found to be not in accordance with these
conditions.
Incaseofcalamities,deliveriescanbeacceptedbynearbyschools,butonlyfor
safekeeping.
4. Afteracceptance,whatmustbedonewiththedeliveries?
Inspection. The physicalconditionsof theitemsmustbecheckedfordamages,
or if they are brand new or used. The items must also be in accordance to
whatisindicatedintheP.O.,followingtheexactquantity.
Inspectioncanbedonebyitemorbysampling
5. Whoareauthorizedtoinspectthedeliveries?
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
provisionalmember whichmycomefromtheParentTeacherAssociation(PTA)
orfromanongovernmentalorganization(NGO).
TheInspectorate TeamandtheSupplyOfficer/DesignatedPropertyCustodian
shallprepareandsignthe
InspectionandAcceptanceReport(IAR).
6. Whatformsmustbeaccomplished,andwhoshallaccomplishthem?
Form Preparedby Signedby
DeliveryReceipt(DR) SupplierandDBM(ifDBMis SupplyOfficer/Property
procuringentity) Custodian
InspectionandAcceptance Inspectorateteamand Inspectorateteam
Report(IAR) SupplyOfficer/Property and
Custodian SupplyOfficer/Property
Custodian
TrainingChecklist CentralOffice SchoolHead
InvoiceReceiptofProperty CentralOffice SchoolHead/Schools
(IRP) Division
Superintendent
AcknowledgementReceiptof SupplyOfficer/Property ICTCoordinator
Equipment(ARE) Custodian

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Department of Education

DepEd Computerization Program

DCP Deployment Process

PLEASE ENSURE THAT THIS STICKER IS

Step by step installation

The installation can only proceed depending

Suggested eClassroom Layout Elementary

Elements of a computer system

Inspection Procedures on Computer Packages

TheInspectorateTeam andtheSupply Officer/DesignatedPropertyCustodianshallprepare

How to check a computers specifications (Windows 8, Multipoint Server)

1. The School Inspection Committee shall sign the

There is a 3 year warranty for the whole ITequipmentpackage onparts,laborand onsite

The following sections provide informationon theextent ofwarrantycoverage,howtoavail

Service Reporting Procedures

Incase equipment problems orbreakdownisexperienced,the following proceduresmustbe

2. The school representative contacts the Suppliers Care vialandline/mobile/email through

3. If the information is complete , an Authorized Technician will call to isolate the

4. If the information is incomplete ,CustomerCarewill haveto callfirstto complete all

5.1 If theproblemisresolved,CustomerCarecallsthe schooltovalidatecompleteness

Service Reporting Reminders

Cases of Void Warranty

Equipment Maintenance and Care Tips

Sample Supplier Delivery Receipt and Serial Number Forms

Issuance and Acknowledgement of Items

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