[REPUBLIKA NG PILIPINAS, REPUBLIC OF THE PHILIPPINES. KAGAWARAN NG EDUKASYON DEPARTMENT OF EDUCATION REHIYON Vil, GITNANG VISAYAS REGION Vil, CENTRAL VISAYAS Sudlon, Lahug, Cebu City APR OT 2017 REGIONAL MEMORANDUM oD 2 50) 2017 FOLLOW UP ON THE SUBMISSION OF SCHOOL UACF FOR THE CREATION OF SCHOOL PERSONNEL USER ACCOUNTS IN EHRIS V2 10 : ALL SCHOOLS DIVISION SUPERINTENDENTS, ALL DIVISION INFORMATION TECHNOLOGY OFFICERS 1. Reminding the Division Office to submit the consolidated School UACF and Leave Balances to Central Office as detailed in the attached memorandum. 2. This is to remind further that Central Office will only honor the consolidated list coming from Division Offices. Failure to submit the list will require the Division Office to encode all the school personnel manually into the system. 3. Please take note of the deadlines detailed in the attached memorandum. 4, Immediate dissemination of this Memorandum is desired. Spues Weed JULIET A. JERUTA, Pht, Cl Officer-in-Charge Office of the Regional DirectorRepublic of the Philippines Bepartment of Coucation {INFORMATION AND COMMUNICATIONS TECHNOLOGY SERVICE Pai, Pipes MEMORANDUM To: Regional Directors Schools Division Superintendents Regional and Division HR Officers (Administrative Officers) and IT Officers Public Elementary and Secondary School Heads All Others Concerned Director IV, ICT Service Use of Attendance Capturing Machine in the Field Offices and Updated Leave Balances of Regional Office Proper and Schools Division Office Proper Subject: Date: 47 March 2027 {In preparation for the rollout of the EHRIS Time and Attendance Monitoring System (TAMS) in the Regional Office Proper (ROP) and Schools Division Office Proper (SDOP), we are reiterating ‘the instructions for the assignment of Blametric ID (BID)/ Radio-Frequency Identification (RFID) and for the Submission of updated leave balances, to wit: 1. In the case of BID / RFID, ROPs and SDOPs are instructed to change and align the current BID and / or RFID number: a. item numbers 1 and 2 of the unnumbered memorandum dated June 24, 2016 entitled “Change and align the current biometric id number with the employee/personnel number (E/PN) of the personnel in the Region and Schaol Division Office Proper and lipdate teave batances”, states that: ” 2. ROPs and SDOPs using biometrics machine to capture personnel attendance data are instructed to change their current biometrics machine 1D to the corresponding employee number issued by the Regional Payroll Service ‘Unit (RPSU). Regions V, IX, Xtand CAR whase employee numbers were Issued by the Central Office are instructed to use those numbers to ensure that there {s not duplicate employee/personnel number (E/PN) ia the eHRIS. 2. DHRMOS raust ensure the following: b, That all SDOP permanent personnel have ang RPSU-issued employee urmber; while 10s must have CO-issued personnel number.” ‘3 Floar, Bonifacio bide, DepEd Complex, Meralco Ave, Paste Cty, ROPs and SDOPs, whether they have a working/installed biometric or RF capturing machine or not, are expected to submit their status [Aligned, Not Aligned] thru the HRM or ff Officer by accomplishing the form on or before March , 2017 by visiting this link hito://bitv/Bio-EmplDAlignment, Please take note that only a DepEd emai address can access this site. Separate guidelines will be released for Field Offices (FOs) not using attendance capturing machine, but for now itis status quo. . All FOs from the Schools up to the Regional Office looking to purchase a biometric or RFID attendance capturing machine are given these minimum specification as guide: © Can accommodate at least nine (9) numbers and/or alphabets (alphanumeric); © Can customize the BID of RFID anytime; «© Can generate time up to seconds (see 17:20 in colurnn J but displays 5:20:09 PM in the formula bar); and © Can generate required output format, specifically colurnns A, C, O, G & tin that order. erat gine eco aaa 2. For the leave balances of the ROPs and SDOPs, we are reiterating the submission of the personnel’s leave balances as in the same memo mentioned above, with the following changes: a. Leave balances is as of June 30, 2027 instead of June 2026. ROPs and SDOPs with prior submission are requested to updated their reporc. Only submissions from the DepEd email address of HRMOs, ITOs and/or HR personnel will be accepted. b. Submission will be in the site http://bit.ty/LeaveBalances on or before 32 of August 2027. Email submissions will not be accepted. All: EHRIS related files like templates, user guides, video tutorials, presentations and memoranda, are available and can be downloaded from the site http://bit.ty/ehris-help, For EHRIS-related inquiries, clarifications 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]; of 0942 614 9599 [Sun], during weekdays only from 7:20 am to 5:20 pm or email us at féts.usd@deped gov.ph SUBIECT: eHRIS Assist.Republic of the Philippines af Cducation INFORMATION AND COMMUNICATIONS TECHNOLOGY SERVICE Pasig, Philpnes MEMORANDUM To: Regional Directors ‘Schools Division Superintendents Regional and Division HR Officers (Administrative Officers) and (7 Officers Public Elementary and Secondary School Heads All Others Concerned From: fe. YUVIENCO Director IV, ICT Service Subject: Submission of School User Account Creation Farms (UACE) for the Creation of Schoo! Personnel User Accounts in EHRIS v2 Date: 27 March 2027 In line with the national implementation of EHRIS Self-Service Module in schools, SDOs are expected to do the following pre-implementation activities: 2. SDO HRMOs in coordination with the SDO ITOs a. Download arid disseminate the following SchooHevel User Account Creation Forms (UACFs), whichever is applicable to the school personnel: > UACF-UAN ~ fill cut this form with data of teachers hired as Teacher I during School Years 2025-16 and 2016-17, still working in your Division regardless where their item is AND must have a Unique Applicant Number (UAN). > UACF-AUTONOMOUS — fill out this form with data of all personnel working in ‘an autonomous school, whose salaries are prepared by and paid in the schoo! {2.ka. implementing Units or 1Us) whether they have an employee number issued by the RPSU or not (issued by the school). > SchaolUACF-PERM — fill out this farm with data of all permanent employees (including Ci) in the school regardless if the employee's appointment had been attested by the CSC or not, and may or may nat have an employee number issued by RPSU. > Schoo/-UACF-0 ~ fill out this form with data of all DepEd-pald Job Orders, > The school templates may be directly downloaded from this link ‘httn://bitly/ehris School-Template. More information available in the site httn://bit.ly/ehris-help. "37 Floor, Bonifacio Bldg, DepEd Complex, Meralco Ave, Pasig Ctyb. SOs will submit the consolidated School UACFs to the Central Office on this site: ‘htto:/fbit.Iy/EHRISSchaoIUACE on or before March 31, 2017, SDOs who fail to submit ‘the UACES will resort to the manual creation of individual user account try their respective ‘SDO Personnel Section. ¢. School UACF submission by schools directly to CO will nat be accepted. Only submission from the Division HRMOs, HR Staff and Division ITs will be honored and considered for hatch upload and usef account creation. 4d. SDOs are expected to report the number of DepEd-paid school personnel (warm body, regardless where their item islacated) as of February 28, 2017 to the Regional HR Office for consolidation and to be submitted on ar before April 5, 2017: Division Name | No. of Permanent ‘No. of Job Order employees Personnel 2. School pre-implementation preparation a. Schools using attendance capturing machines (Biometric machine or RFID) are instructed to change their current biometric / RF ID to the corresponding employee number issued by RPSU only. 'b. School without Biometric machine / RF ID are also instructed to log their RPSU issued employee number in UACF. ‘c. All permanent emplayee shall create DepEd email address with the assistance of the Division IT Officer. Job Order personnel shall create a gmail account. In the absence of the DepEd email address and/or gmail account, SDOs may submit a working and accessible persanal email address regardless of provider, for the time being. tt is expected that all permanent school employees have their DepEd email address and gmail addresses by December, 2027. é 3. Important schedules and/or targets are as follows: @. Submission of consolidated School UACF from SD to CO is up March 31, 2027. b._EHRIS Self Service PDS rollout by Region is scheduled will be on the 3° week of April 2027 (April 17 to 18, 2017 or April 20 to 21, 2017, memorandum to follow). PDS completion of School personnel must be completed by July 2027 with the following targets: « April to July 2027 ~ encoding schedule; ‘= Cut-aff hiring date of school personnel is February 28, 2027. ‘@ May 32, 2027 — as least 50% of school personnel in the Division completed; ‘# June 30, 2027 — at least 75% of school personnel in the Division completed; . duly 24, 2027 - 100% of school personne! completed. For EHRIS-related inquiries, clarifications 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 fram 7:30 am te 5:30 pm or email us at its ued@deped.gov.oh SUBIECT: CHRIS Assist.