OP Republika ng Pilipinas Kagawaran ng Edukaspon ‘Tanggapan ng PangalawangKalihim MEMORANDUM 11December 2017 For: Regional Directors / OICs Schools Division Superintendents / OICs Regional Personnel and Information Technology Officers ‘SDO Personnel and Information Technology Officers School Heads / OICs All Concerned Subject: GUIDELINES ON THE USE OF THE EHRIS SUPPORT FUND A. OBJECTIVE One major purpose of eHRIS rollout is to collect and secure the data of employees as necessitated by the Civil Service Commission (CSC) through the Personnal Data Sheet (PDS). The cHRIS Support fund was aimed to provide support fund for theencoding and completion of the individual PDS in the eHRIS Self Service Module by the School, Schools Division (SDO) and Regional (RO) personnel of the Department. B. DETAIL OF THE SUPPORT FUND 1. The basis for the Php 80,000,000.00 support fund is the DepEd PSIPOP 2016 which has an estimate number of 800,000 personnel multiplied by Php 100.00 per pax. 2. DepEd ARMM has a separate PSIPOP, which were not considered in the computation of the support fund. 3. DepEd employee include: a. Permanent Teaching and Non-Teaching personnel in the RO Proper, SDO Proper and all School personnel; b. CTI (CO, RO, SDOand school personnel affected by RatPlan; and c. Senior HS Teachers with Provisional appointment but are sitting on plantilla items. Office of the Undersecretary for Administration nformation and Communications Technology, Disaster Risk Reduction and Management, Schools Health, ‘outh Formation, Baguio Teachers’ Camp, Education Facitities/ School Buildings), Department of Education, Central Office, Meralco Avenue, Pasig. City Room 819, Mabini Building; Mobile: +639260320762; Landline: +6326337203, +6326376207 Email: usec.admin@deped.gov.ph;Facebook/Twitter @depedtayo (Administrative Services,c D. BASIS FOR FUND RELEASE 1. The Personnel Officers of the RO Proper and SDO Proper were expected to submit the following: a. Regional Office ~ number of employees in the Office (warmbody). b. School Division Office i. number of DepEd employee in the SDO; and ii, number of DepEd employee in the schools (warmbody). See attached unnumbered memorandum entitled “Submission of School User Account Creation Forms (UACF) for the Creation of School Personnel User Accounts in EHRIS v2”. 2. Reports were submitted to the ICT Service ~ User Support Division via email at support.ehris@deped.gov.ph. For Offices without submission, the data were based on the number of created user accounts in eHRISor a fixed number of 300 if City Division or 4,000 if Province, whichever is higher. 3. Whilst DepEd ARMM has a separate plantilla, they may be given support fund if there is sufficient fund left after all Offices (CO down to School) in DepEd had been paid. 4. DepEd-paid Job Orders and/or Contracts of Service will be counted but is not a basis / included in the release of fund. 5. Funds will be downloaded in the following manner: a. Regional Office - for the RO proper employees b. Schools Division Office ~ for the SDO proper and school employees. EXPENSES Regional and SDO Personnel and IT Officers and some school personnel were provided training between April and May 2017 and are expected to re-echo (rollout-encoding) the training in their respective Offices / Division. The participants are aware that eHRIS support fund will be downloaded later to augment funds allotted by the SDO, if there is any. 1. The rollout-encoding activity may be conducted in any of the following manner: a. Formal - conducted in a venue within or outside DepEd premises with internet connectivity. b. Informal - in a location outside DepEd premises identified by the SDO Personnel or IT Unit, etc, to do the actual PDS encoding and completion of School Personnel.2. In relation, the following may be charged against the support fund: a. Travel expenses of the SDO eHRIS rollout team going to and from the venue; however, travel expenses of the school personnel going to and from the venue is chargeable against local funds; b. Simple meals of the rollout team and / or the participants; and c. Purchase of internet connection to augment the existing connection in the venue, as needed d. All expenditures are subject to accounting rules and regulations. DATA COLLECTED 1. All data collected in eHRIS are found in the CSC PDS 2017, that all government are expected to accomplish and submit to their respective Personnel Office / Division / Unit, except for the Name, Number and/or Email of the person to be contacted in case of emergency. 2. This activity is a one-time collection of PDS data for the year. Later, updating of the PDS is an annual activity to be undertaken by every employee as required by CSC.On another note, the validation of the Service Record will be undertaken in 2018, as soon as the facility and the data is available. 3. As of date 10 December 2017, there are 540,308 created user accounts in eHRIS. The target number of accounts to be created user accounts and/or completed PDS is 800,000 by February 2018. 4. All employees are required to reach the 100% in the profile completion bar, and further, provide their complete work experience, learning and development data and eligibility as approved by their Personnel Officer. All data provided will later be used for Payroll and Remittance System, or printing of the Service Records, etc. 5. ICT Service is the safe-keeper of the eHRIS data stored in its servers, the individual and Personnel Officers (Administrative) in the CO, RO and SDO are the rightful owners of the data. Hence, data in the eHRIS. will only be released by them. ‘ALAIN DEI/B- Undergecret: