Guidelines and Processes for LR-

MDS Management and Mainte-

nance
Version: 2.0
Date: June, 2010
The Learning Resources Management and Development System (LRMDS) Guidelines and Processes
for Management and Maintenance, was developed and validated in Regions VI, VII and VIII, Divisions of
Negros Occidental, Bohol/Tagbilaran and Northern Samar, through the AusAID-funded project STRIVE
(Strengthening the Implementation of Basic Education in Selected Provinces of the Visayas), in coordination
with the EDPITAF (Educational Development Project Implementing Task Force), and in consultation with the
Bureau for Elementary Education (BEE), Bureau of Secondary Education (BSE), Bureau of Alternative
Learning Systems (BALS) and the National Learning Strategies-Technical Working Group (NLS-TWG)
June 2010

Guidelines and Processes for LRMDS Management and Maintenance 2

Amendment History

Date Issue Comment Person

19/0808 V0.1 Draft Guidelines & process for Consultation SAtkins
during LRMDS Catalogue system
writeshop
22-26 Sept V0.2 Update guidelines and process for C3 Team & CO
2008 Cataloguing based on Catalogue Systems
Writeshop
02 Feb 2009 V0.3 Update contents based Assess and SA
Evaluation system, Development and
Production System and revised metadata
specification.
5 April 2009 V0.4 Metadata revision SA AP.
12 May 2009 V0.5 Incorporate Issue reporting, LRMDS SA
workflow Mgt, templates, metadata update
21 May 2009 V0.6 Final edit of DRAFT SA
17 June 2009 V0.7 Final Draft
13 Nov. 2009 V0.8 Update Final Draft JB,RD
17 Nov 2009 V0.8SA Final edit and review of v0.8 final draft SA
19 Nov 2009 V1.0 Final SA/CL
10 April 2010 V1.1 Updated based on Pilot of LRMDS SA & C3 Team
30 June 2010 V2.0 Final edit and review SA

Guidelines and Processes for LRMDS Management and Maintenance 3

Approvals

Name/Position Signature Date

Guidelines and Processes for LRMDS Management and Maintenance 4

Table of Contents
1 Introduction......................................................................................................................................... 8
2 LRMDS Storage.................................................................................................................................... 8
2.1 LRMDS Catalogue...................................................................................................................................... 8
2.2 The LRMDS Cataloguing process.......................................................................................................... 9
2.2.1 Process for Cataloguing Offline Resources.................................................................................................. 9
2.2.2 Process for Cataloguing Resources to be accessed from LRMDS Repository...............................9
2.3 Compliance with LRMDS Specifications.......................................................................................... 10
2.3.1 Catalogue entry only.......................................................................................................................................... 10
2.3.2 Catalogue and store in LRMDS repository................................................................................................ 11
3 Metadata application...................................................................................................................... 11
3.1 Metadata quality review...................................................................................................................... 11
4 Maintenance and review of LRMDS Catalogue.......................................................................11
4.1 Catalogue maintenance........................................................................................................................ 11
4.2 Maintenance of Metadata schema.................................................................................................... 11
5 LRMDS digital file and resource management.......................................................................13
5.1 Filename structure................................................................................................................................ 13
5.2 Version control....................................................................................................................................... 14
5.3 Project Codes........................................................................................................................................... 14
6 Upload of digital files to LRMDS Repository...........................................................................16
6.1 Overview................................................................................................................................................... 16
6.2 Registered LRMDS Reviewers............................................................................................................ 16
6.3 Uploading files for QA Reviews.......................................................................................................... 17
6.3.1 Draft......................................................................................................................................................................... 17
6.3.2 Review..................................................................................................................................................................... 17
6.3.3 Final Conformance............................................................................................................................................. 17
6.4 Uploading and Publishing files.......................................................................................................... 17
7 LRMDS Content Maintenance....................................................................................................... 18
7.1 Content review and maintenance..................................................................................................... 19
7.1.1 Reported content faults................................................................................................................................... 19
7.1.2 Changes in system standards and specifications................................................................................... 20
7.1.3 Usage reports....................................................................................................................................................... 20
7.1.4 Content reviews and maintenance of online links to external repositories...............................20
7.2 Archive Resources................................................................................................................................. 21
8 Issue and Feedback Reports........................................................................................................ 22
9 Automated LRMDS System Reports........................................................................................... 22
9.1 Types of system reports....................................................................................................................... 22
9.1.1 Coverage:................................................................................................................................................................ 22
9.1.2 Usage:...................................................................................................................................................................... 22
9.1.3 Maintenance......................................................................................................................................................... 22
9.1.4 Workflow status:................................................................................................................................................. 23
9.1.5 Registration:......................................................................................................................................................... 23
10 Publication and Delivery............................................................................................................ 23
10.1 Access LR................................................................................................................................................ 23
11 Appendices........................................................................................................................................................ 25

Guidelines and Processes for LRMDS Management and Maintenance 5

Guidelines and Processes for LRMDS Management and Maintenance 6
Glossary of Terms
ADM Alternative Delivery Mode
AIP Annual Implementation Plan
ALS Alternative Learning System
BEAM, Basic Education Assistance for Mindanao
BESRA Basic Education Sector Reform Agenda
BALS Bureau Alternative Learning Systems
BEE Bureau Elementary Education
BSE Bureau Secondary Education
CLC Community Learning Centre
DEPD Division Education Development Plan
DepED Philippines Department of Education
EDPITAF Education Projects Implementation Task Force
ICT Information Communication Technology
ICTU Information Communication Technology Unit
IMCS Instructional Materials Commission
INSET In-Service Education and Training
IP Indigenous People
IPR Intellectual Property Rights
LR Learning Resource
LRM Learning Resource Materials
LRMDS Learning Resource Management and Development System
MOOE Maintenance and Other Operating Expenses
NCBTS National Competency Based Teacher Standards
NEAP National Educators’ Academy of the Philippines
PASMEP Philippines-Australia Science and Mathematics Education Project
PPP Public Private Partnerships
PROBE Philippines- Australia Project in Basic Education
PRODED Program for Decentralised Education
QA Quality Assurance
REDP Regional Education Development Plan
SBM School-Based Management
SIP School Implementation Plan
SEDIP Secondary Education Development Improvement Project
SRC School Report Card
STRIVE Strengthening the Implementation of Basic Education in selected Provinces in the Visayas
TEEP Third Elementary Education Project
TLE Technology and Livelihood Education
TR Teacher Resource
UBD Understanding by Design
UDL Universal Design for Learning

Guidelines and Processes for LRMDS Management and Maintenance 7

1 Introduction
The LRMDS is a web based catalogue and online repository of learning, teaching and
professional development resources. It functions as a clearinghouse. That is, the LRMDS
provides information about the location of resources (hardcopy and softcopy) and allows users of
the system to access directly digitized versions of resources that are published and stored within
the LRMDS repository. It is also a quality assurance system providing support to DepED Regions,
Divisions and Schools in the selection and acquisition of quality digital and non-digital resources
in response to identified local educational needs.
The LRMDS provides access to quality resources from the Regions, Divisions, Cluster/School
level: including,
• information on quantity and quality and location of textbooks and supplementary materials,
and cultural expertise,
• access to learning, teaching and professional development resources in digital format and
locate resources in print format and hard copy,
• standards, specifications and guidelines for:
• assessing & evaluating,
• acquiring & harvesting,
• modification, development and production,
• storage and maintenance, and;
• publication and delivery.
The Learning Resources Management and Development System comprises four integrated sub-
systems designed to support increased distribution and access to learning, teaching and
professional development resources at the Region, Division and School/Cluster levels of DepED.
The Storage and Maintenance system is designed to ensure ongoing and sustainable access to
quality learning, teaching and professional development resources via the LRMDS. The system
comprises:
i) the online catalogue of all quality assured resources that are:
 stored in the LRMDS repository,
 available from online sites, and;
 available as hard copies stored at the region, division and or school/cluster.
ii) content maintenance and review schedules and processes to ensure ongoing technical and
educational fit for purpose
iii) archiving services.
This document provides guidelines and processes for management and maintenance of the
LRMDS and including cataloguing, storage, publication and maintenance.

2 LRMDS Storage
The LRMDS Repository is a database of information and files. The information is stored as
metadata. Metadata describes resources that are located offline as well as each resource file that
is stored in the repository. The information that is stored in the Catalogue for all offline and online
resources can be viewed via the LRMDS portal.
Files that are stored in the repository are also Catalogued and may be accessed (viewed and
downloaded) by registered LRMDS portal users.

Guidelines and Processes for LRMDS Management and Maintenance 8

2.1 LRMDS Catalogue
All content (LR/TR/PDMs) digital and non-digital that are to be located via the LRMDS are
catalogued. The Regional Administration and Publication Group (LRMDS Manager) have
responsibility for cataloguing all resources using agreed metadata specifications.
Recommendations for cataloguing evaluated LR/TR/PDMs within LRMDS may be derived from
the School, Division or Region. The materials will usually be: existing DepED materials, newly
developed resources, and modified resources. In all instances, the addition to the LRMDS
catalogue is the responsibility of Regional Administration and Publication Group (LRMDS
Manager).
The Administration and Publication Group reviews the recommendations for the LR/TR/PDM to
be catalogued. Cataloguing requires metadata to be applied to the resource prior to publication.

2.2 The LRMDS Cataloguing process

The process for cataloguing a LR/TR/PDM comprises the following stages. See Diagram 1.

1. Compliance with LRMDS Specifications: The LR/TR/PDM complies with the minimum
required specifications for inclusion in LRMDS catalogue, including,
 LRMDS Assessment and Evaluation forms are complete and have been submitted
to the LRMDS Manager along with the recommendation to catalogue the resource.
 LRMDS Development and Production Quality Assurance requirements for
conformance have been achieved.

2. Metadata Application: A catalogue entry is created by applying information to describe

the resource attributes. The metadata template, offline or online version has been
completed.

3. Metadata quality review: The metadata is reviewed by the LRMDS Administrator or

person responsible for LRMDS Catalogue and the Catalogue entry is published.

4. Publication: Upload approved resource to LRMDS repository and or publish the metadata
to create the Catalogue record.

2.2.1 Process for Cataloguing Offline Resources

1. The Evaluator/s will use the LRMDS Assessment and Evaluation Guidelines and
Processes to review digital and non-digital offline resources for adding to the catalogue
system of LRMDS.

2. The following specifications will be used as required by the type and format of the
resource for all resource reviews:
• Education Soundness & Educational Quality
• NCBTS (for PDMs)
• Intellectual Property Rights
• Accessibility (optional)
• Technical (for digital offline resources)
• Online site rubrics
All evaluation findings and recommendations are lodged with the Regional LRMDS Manager. The
Regional LRMDS Manager is responsible for management of the LRMDS Catalogue.

3. Use the Metadata template to fill in the metadata for a resource being catalogued if you
don’t have access to the electronic online template. Refer to Appendix 1.

Guidelines and Processes for LRMDS Management and Maintenance 9

2.2.2 Process for Cataloguing Resources to be accessed from LRMDS Repository
All resources that have been redesigned or newly developed will in general be uploaded to the
LRMDS repository for online access.

1. The resource conforms to all the required development and production quality assurance
reviews as specified in the LRMDS Development and Production Guidelines and
Processes.

2. Draft metadata is created and reviewed by LRMDS Production Coordinator.

3. The metadata is finalised when the resource has completed all quality assurance reviews
and it is then uploaded and published in LRMDS.

4. The LRMDS Manager approves publication of the resource and the metadata catalogue
record.

Diagram 1

2.3 Compliance with LRMDS Specifications

2.3.1 Catalogue entry only

A learning, teaching or professional development resource that is in a format (offline) that
precludes it being accessed and downloaded from LRMDS can be catalogued. For example,
textbook, reference book, CD, DVD, videotape, audio tape, charts and maps, printed module,
manipulative, resource person, or reference url.
The resource is reviewed and evaluated using the guidelines and criteria to determine
conformance with Educational Soundness specification, Educational Quality, Accessibility

Guidelines and Processes for LRMDS Management and Maintenance 10

specification* and Intellectual Property Rights specification. For some digital resources the
Technical specifications may also be used for evaluation.
Curriculum and Subject Matter Experts and or Instructional Materials Evaluators are the key
personnel involved in evaluation of these types of resources. Refer to the LRMDS Assessment
and Evaluation Guidelines and Processes.
* Non-conformance to the Accessibility Specification is only a consideration if the resource is
specifically being reviewed for use by users with Accessibility requirements.

2.3.2 Catalogue and store in LRMDS repository

A learning, teaching or professional development resource that has been digitised (redesigned
and redeveloped) for inclusion in LRMDS repository, newly developed or licensed for publication
and distribution via the LRMDS can be catalogued.
The resource is reviewed and evaluated using the guidelines and criteria to determine
conformance with Educational Soundness specification, Educational Quality, Accessibility
specification*, Technical specification and Intellectual Property Rights specification.
Curriculum and Subject Matter Experts, Editors and or Instructional Materials Evaluators are the
key personnel involved in the final Educational evaluation of these types of resources at the final
conformance (publication) stage of the LRMDS development and production cycle.
Technical conformance is determined by the LRMDS Technical specialist using the LRMDS
Technical Specification Evaluation criteria.
Intellectual Property Rights conformance is determined by the LRMDS Administrator or person
responsible for LRMDS Catalogue.
* Non-conformance to the Accessibility Specification is only a consideration if the resource is
specifically being reviewed for use by users with Accessibility requirements.

3 Metadata application
The LRMDS Metadata schema is part of the LRMDS Maintenance and Storage Specification.
Information in relation to the nature and type of resource, its educational purpose, copyright and
conditions of use is recorded in the metadata application profile of the resource. This information
is made available to LRMDS users when they search and browse the online catalogue of LRMDS
to find resources.
Within the Metadata schema guidelines are provided and describe what information should be
included for each metadata element. The examples illustrate the convention or standard for
metadata entry. Refer to Appendix 1. Metadata Elements

3.1 Metadata quality review

The metadata is reviewed by the LRMDS Administrator or the person responsible for LRMDS
Catalogue and the Catalogue entry is published.

4 Maintenance and review of LRMDS Catalogue

4.1 Catalogue maintenance
The Catalogue records (metadata) relating to each resource is updated whenever changes occur
to the condition of the resource. For example, newer versions of the same resource are to be
made available or quantities and location of a resource change.

Guidelines and Processes for LRMDS Management and Maintenance 11

4.2 Maintenance of Metadata schema
The metadata schema itself may need to be modified due to changes in curriculum requirements,
standards or expression of curriculum requirements. This would require making changes to the
content of the metadata records for each resource and republishing in the Catalogue.

Table 1
LRMDS Catalogue maintenance evaluation
Task Management Maintenance Evaluation
Strategy Strategy
Catalogue LRMDS Subject Area Annual review of catalogue
Maintenance Catalogue is Specialists to monitor records to ensure alignment
continuously and review the with the specifications and
reviewed and catalogue curriculum
updated to
ensure Updates to catalogue
educational records are
relevance scheduled following
revisions of LRMDS
specifications, user
feedback, curriculum
changes or content
revisions.
Ensuring that Catalogue records Periodic review of catalogue
there is a 1:1 are searched for all records for resources
relationship for titles prior to accessible in multiple formats
all catalogue generation of a new or for which there are multiple
records and catalogue record for copies distributed across
resources of the a resource regions.
same format.
Catalogue Continuous tracking Metadata analysts/subject area
records are of updates and specialist to report on the
archived changes updates, changes and potential
duplication of items in the
catalogue.
Consistency in Periodic evaluation Region VII LRMDS Managers
the publication of a sample of will sample catalogue records
of catalogue catalogue records to from all sites on 6 monthly
determine accuracy basis.
and consistency
across Regions
Maintenance of Metadata Monitoring, reviewing Sample survey users to
Metadata schema is and updating the determine fit for purpose of
Schema reviewed and metadata schema in metadata
updated relation to changes
annually or as to specifications, Monitor informal user feedback
required. user feedback or to identify issues with
curriculum changes application of metadata.
The portal or content revisions
administrator/
LRMDS LRMDS

Guidelines and Processes for LRMDS Management and Maintenance 12

 Manager will Manager/portal
coordinate administrator to have
regular reviews an updated record
of the metadata on the updates and
schema to changes in the
ensure it is up- metadata schema.
to-date
Metadata One site (Region Changes to the Each site reviews and updates
Specification VII) is metadata schema their respective Catalogue
review responsible for are communicated to records in response to
overall metadata all sites as required. communicated metadata
schema and all changes
updates

Metadata LRMDS teams, Train subject User feedback in relation to

application including all specialists and usability and usefulness of the
subject LRMDS team on metadata records to support
specialists are metadata application identification of resources in
trained and relation to needs
updated on the Communicate as
application of required changes to
metadata the application of the
metadata

5 LRMDS digital file and resource management

5.1 Filename structure
To be able to manage resources and accurately locate files related to a specific project or activity
it is important to apply consistency in naming files. This is particularly important when files are to
be shared and used as the basis for review by others.
Naming files consistently, logically and in a predictable way will distinguish similar file records
from one another at a glance, and by doing so will facilitate the storage and retrieval of files,
which will enable users to browse file names more effectively and efficiently. Naming files
according to agreed conventions should also make file naming easier for colleagues because
they will not have to ‘re-think’ the process each time.
The filename should be representative of the content of the file. This is usually a shortened name
based on title or purpose of the file.
For example: For this document “Guidelines and Processes for LRMDS Maintenance and
Storage” The actual document title is very long. So it may be shortened as follows.
LRMDSMainMgtGuidev0.6
Where the LRMDSMainMgtGuide is a shortening of the title and indeed the document purpose
and v0.6 refers to the status of the version during its development. (See also Version control
below.)
A major reason for shortening file names is to ensure that they can be stored and retrieved from
various levels within a computer directory structure. Some operating systems have restrictions on
the number of characters that can be read. That is, the length of the character string is often
restricted to around 255 characters. When the file is stored in the directory the filename is
extended to include the file path within the directory.
Also whenever possible do not use spaces or underscores (_). Dashes (-) may be used but
sparingly.
Guidelines and Processes for LRMDS Management and Maintenance 13
If there is a Project name or code (See Project Codes below) this should be written in the
document header or footer or in the space on the template for project codes. Electronic storage of
documents related to a specific project should be consistent. The top-level folder name should
include the project code. All sub folders can be named and organised according to the activity
name.
For example: A report has been written on the outcomes of the Evaluation of ALS materials.
Using the project codes the project folder name would be:
AE0001CAALS09-001
Where:
AE0001CAALS is the Project Code
09 = Date (year) (optional)
001 = Batch number (optional)
The report filename:
RptEvalALS0509v1.0
RptEvalALS = document purpose and project activity
V1.0 = Version number
This report could be stored as follows:

5.2 Version control

For all files the following version reference should be applied.
The first version is always v0.1 the second version v0.2 and so on until the version is considered
final. It then becomes v1.0
When versions are reviewed by others they should not change the version number but just add
initials. For example: LRMDSMainStorGuidelinesv0.5 when reviewed by a particular individual
might become LRMDSMainStorGuidelinesv0.5SA
When review comments have been incorporated by the owner of the document this would
become LRMDSMainStorGuidelinesv0.6

Guidelines and Processes for LRMDS Management and Maintenance 14

If a final version of LRMDSMainStorGuidelinesv1.0 is modified and reviewed it will be v1.1 then
v1.2 and so on until finalized and then it becomes LRMDSMainStorGuidelinesv2.0

5.3 Project Codes

LRMDS will require that a number of activities are being conducted at the same time. There are
for example: Evaluation activities, Development and Production activities, Quality Assurance
activities and many different types of reviews and reports.
To assist with transparency it is proposed that each LRMDS based activity is given a project
code. See Appendix 2.
Ideally, the list of Project Codes is managed by one person and distributed to all who are involved
in the LRMDS projects.
Each region and division can use the same set of base codes but will include a location identifier.
For example:
Project Code and Activity:
Region VII Assessment and Evaluation of Secondary Science Year 2: Educational Soundness
Evaluation.
AE0001R7ESECASecSCII
Table 2
LRMDS Digital file management and maintenance
Task Management Strategy Maintenance Strategy Evaluation
Project codes and Establish conventions for Capacitate LRMDS Periodic checks of files
filename structure and project codes personnel on project stored on network and
conventions codes and file naming project codes by QA
Related files of a
conventions to be Manager/coordinator
particular project or
applied
resource must be in one
folder bearing the project Assign person to
code name or the manage the project
resource name codes and to keep a list
of all project codes
Project code/name must
issued for each project.
be unique to the project

File version control Set convention for Consistency in assigning Check for accuracy in
management of versions version reference use of document styles
of files and templates amongst
Use of LRMDS
LRMDS team
Include in main document templates
documents:
Amendment history table
Approval and sign off
table
Create LRMDS
document templates and
style
Communicate and
capacitate LRMDS
personnel in how to
assign version
references within file
names and document
templates

Guidelines and Processes for LRMDS Management and Maintenance 15

Project codes List of project codes will Communicate and orient Feedback from users on
be managed by the LRMDS personnel in use of the project code
Refer to Appendix 2
QA/Production how project codes are conventions
coordinator and assigned and how
distributed to projects as documents are stored in
required relation to project
specific activities.
Disseminate to
SDS/ASDS/Supervisors
a list of project codes
through
memorandum/MANCOM

6 Upload of digital files to LRMDS Repository

6.1 Overview
All digital resources that are to be accessed via the LRMDS repository need to be uploaded to the
system.
Files may be uploaded during development for quality assurance (QA) reviews or uploaded when
they are ready to be published.
The process for uploading files to the LRMDS portal for the purpose of QA review will be
documented in detail once the portal is fully developed.
The following provides an overview of the process.

6.2 Registered LRMDS Reviewers

Users of the LRMDS portal are classified according to the following Roles.
Table 3
User Role
Public user View, Browse and Search (keyword) the LRMDS Catalogue of published
content and files
Registered user View, Browse and Search (Advanced) the LRMDS Catalogue of published
content and download published files
QA Reviewer View, Browse and Search (Advanced) the LRMDS Catalogue of published
content and download published files
View, Browse, Search (Advanced) and download files in development
Developer View, Browse and Search (Advanced) the LRMDS Catalogue of published
content and download published files
View, Browse, Search (Advanced), upload and download files in development
Submit files for review to QA Reviewers
Submit files for publishing
Run system reports
Publisher View, Browse and Search (Advanced) the LRMDS Catalogue of published
content and download published files
View, Browse, Search (Advanced), upload and download files in development
Submit files for review to QA Reviewers
Submit files for publishing

Guidelines and Processes for LRMDS Management and Maintenance 16

 Publish metadata records and files
Run system reports
Administrator View, Browse and Search (Advanced) the LRMDS Catalogue of published
content and download published files
View, Browse, Search (Advanced), upload and download files in development
Submit files for review to QA Reviewers
Set user permissions
Run system reports
Modify system functionality (Super Administrator only)

6.3 Uploading files for QA Reviews

6.3.1 Draft
There may be many documents or other files that require a number of people to contribute to or
to review. These files may be uploaded to the system to be reviewed. That is, any file provided it
doesn’t exceed LRMDS file limits (5Mb) may be uploaded to the portal for a review by nominated
reviewers.
When the Reviewer logs in to the portal they will be able to see all Review requests and
download the file requiring review.
When they have completed the review they will mark the item as reviewed.
The reviewer will send via email review comments and feedback to the person requesting the
review.

6.3.2 Review
As for Drafts, files may be uploaded for QA reviews. However, it is likely that there will be different
types and stages of review required throughout the development process. As such different
people designated as reviewers with specialist expertise may be required.
For example a document may require an education specialist to review the learning and teaching
content and an editor to do an editorial review. As such, the same file will be made available to a
number of people at the same time.
Or conflicting reviews may arise from different specialists. The developer in consultation with the
QA coordinator would determine if it was necessary to resend the file for another review to verify
or validate the conflicting issues raised.
Also, the different stages (Design, alpha, beta, conformance) of development will dictate the type
of review. For example, there is no point in doing a major technical review of an interactive
resource until the education specialists have approved the educational content.
Depending on the type of resource, its format and stage of development the review type and
review requirements will differ.
The Production Coordinator and or QA Coordinator will manage the distribution of files for QA
Reviews.

6.3.3 Final Conformance

Files should only be added to this review cycle when the Production Coordinator is sure that the
file is content complete and all design and development work, including audio when required, is
final.

Guidelines and Processes for LRMDS Management and Maintenance 17

Conformance Reviews are conducted to ensure that all the requirements: standards and
specifications that are intended to be achieved have been achieved. Also, that the file when
finally uploaded and published to the system is error free (educationally and technically). That is,
it will display and function correctly in the specified user environments.
At this stage the metadata for the file is reviewed and edited for publication.

6.4 Uploading and Publishing files

As noted above files may be uploaded at different stages of development for the purpose of
quality assurance reviews. Once a file has achieved conformance to all required standards and
specifications and the metadata is complete the resource file can be published.
Publishing is the role of the LRMDS Manager/Coordinator. The LRMDS Manager/Coordinator
reviews the resource and the metadata and approves the file to be published. The file once
published in the system becomes available to all registered users to access.
Non-registered users would be able to view the catalogue record but not view or download the
file.

Table 4
Maintenance of upload of digital files to LRMDS repository
Task Management Strategy
Registering LRMDS LRMDS Manager or
Reviewers and Users nominee is provided
with Portal
Administration training
and communicates
requirements to LRMDS
Team
Uploading LRs for QA Training on how to
review upload files and
orientation on the roles
of the different users:
Public user, Registered
user, QA reviewer,
Developer, Publisher,
Administrator
Maintenance Strategy Evaluation*
Quarterly review of User feedback on use of portal
user administration and its functionality in relation
and allocation of roles to supporting completion of
required LRMDS role and
function
User Feedback form and
survey
QA22UserFeedbackFormV1.0.do
c
Continuous upgrading Check that reviewers are
of staff competencies proficient and able to upload
in uploading digital and download LRs from the
files. QA area of the portal
LR properly uploaded
and can be viewed by
QA team

Train QA reviewers on
how to access
resources uploaded for
QA
Uploading of final QA Coordinator is QA coordinator signs- Check of status of version at
version of LR for final notified of all final off completed final final upload against QA review
review reviews being reviews history.
conducted
Managing uploads Consistency in naming Archiving old versions Periodic check of published LR
and metadata records files and version number of the file in the records against local project
in the portal of files for uploading File LRMDS portal based records.
version number is
Retaining accurate
incremented for each
electronic copies for all
upload.
versions locally
Metadata must be following the Project

Guidelines and Processes for LRMDS Management and Maintenance 18

 completed and reviewed code conventions
prior to final upload
Uploading and LRMDS Periodic review of Periodic check of published LR
publishing final Publisher/Coordinator metadata records for records against local project
version uploads final version to final versions based records.
the LRMDS repository
and checks that all
metadata of the LR are
completed and the file is
able to be searched and
downloaded
* For all referenced instruments refer to: LRMDS Implementation and Sustainability: Quality
Assurance Monitoring and Evaluation Instruments

7 LRMDS Content Maintenance

LRMDS content and information management is a major responsibility of the LRMDS
Manager/Coordinator and LRMDS team.
In the first instance the extensive and rigorous LRMDS Development and Production quality
assurance processes should ensure that all content and information accessible via LRMDS is of a
high quality. However, as technology and curriculum requirements evolve there will be a need to
update and modify the LRMDS content and information.
Sustainability of the LRMDS is dependent on efficient management and maintenance of all
information and content that is made available via the LRMDS portal.

7.1 Content review and maintenance

The conduct of content review and maintenance (Diagram 2) is a continuous process managed
by the Regional LRMDS QA and M&E Team. Content reviews are triggered by:
1. Reported content faults,
2. Changes to system standards and specifications, and;
3. Usage reviews.
Diagram 2

Guidelines and Processes for LRMDS Management and Maintenance 19

7.1.1 Reported content faults
Reported content faults may be derived from any of the users of the LRMDS system. A content
fault/issue report template is completed and sent to the Region LRMDS Manager. Content faults
or issues may relate to educational integrity, technical functioning, and intellectual
property/copyright infringement. All issues are investigated and the severity of the issue
determines whether the resource is withdrawn prior to fixing or is listed as requiring action during
the schedule of periodic review and maintenance. Withdrawn resources are communicated to
LRMDS Administration and Publication and are archived. (Diagram 3)

7.1.2 Changes in system standards and specifications

Changes in LRMDS standards and specifications will usually result from decisions at Central
office to modify or update curriculum frameworks, educational standards or will occur in response
to technology advances (software and hardware). These are system wide changes and therefore
require the identification of the quantity of resources requiring modification to conform. A
maintenance and renewal plan is developed by the Regional LRMDS QA Team and provided to
the Regional LRMD Manager for approval and communication to stakeholders.

7.1.3 Usage reports

Usage reports are a combination of system checks for monitoring access and download and as
part of the LRMDS ongoing management and maintenance or they may be commissioned by
annual review reports from Schools/clusters and Divisions. Usage reports cover time in
circulation, relevance, technical fit for purpose, and may include some recommendations for
localization and or indigenization.
Any resource requiring redevelopment is reported to Regional LRMDS Development and
Production Team. Resources identified for archiving are communicated to the Administration and
Publication group.

Guidelines and Processes for LRMDS Management and Maintenance 20

7.1.4 Content reviews and maintenance of online links to external repositories
The LR Manager or designated LRMDS Team member is responsible for monitoring the
catalogue of resources and to continue to research and review other open access sites for
integration in to the LRMDS system and catalogue. (Diagram 3) A site review evaluates the site
content and links for educational quality, copyright and conditions of use, safety and security in
relation to authenticity and integrity of providers. (Refer to Guidelines and Processes for LRMDS
Assessment and Evaluation) site evaluation report is provided and if the site is suitable for
cataloguing the Administration and Publication Group adds the reference URL to the catalogue
with associated metadata. Sites deemed unsuitable are recorded. Reference URLs catalogued in
the LRMDS are subjected to the same review and maintenance processes as described above.
Diagram 3

3.2 Content Review and Maintenance (continued…)

LR Manager

List of Areas of 3.2.9

Need to Conduct Research
support T/L & of existing online
PD sites

3.2.10
Review sites
based on Requirements:
Guidelines • Assessment
Checklist & Guidelines
• Submission Forms

Site Evaluation
Report

3.2.11a
Meets Yes
Forward sites info
standards for
to Admin & Publ
inclusion?
Group for catalog

No

3.2.11b
Do not Proceed 3.1
and note the site

7.2 Archive Resources

After the periodic review is completed any resources that are targeted to be withdrawn from the
system are archived. (Diagram 4) In some instances a resource will be withdrawn permanently
and archived. For example, the review process has resulted in identification of a major content
error. In other instances the current version of the resource is withdrawn and archived. A new
version will be developed and published. When any resource is archived the Catalogue is
updated and lists of archived resources are communicated to Divisions and Schools.
Diagram 5

Guidelines and Processes for LRMDS Management and Maintenance 21

Table 5
LRMDS Content Maintenance evaluation
Task Management Strategy Maintenance Strategy Evaluation*
Content Review & LRMDS Manager User feedback is Review the process and
Maintenance orients all LRMDS submitted directly to evaluate the time and
team on content the QA/Production resources required to address
review triggers coordinator all faults and issues.
Reported content All issues are Compare reported educational
faults are recorded in investigated on receipt and technical issues with QA
an issue log by the QA of the notification and review reports for the
coordinator the QA Coordinator published resource to
determines the severity determine where in the QA
Scheduling of content
of the issue and process the issue was missed.
maintenance is
whether or not the
determined by the *4.2 User Feedback form and
resource is withdrawn
nature of the reported survey
prior to fixing or listed
content issue.
as requiring action QA22UserFeedbackFormV1.0.do
Quarterly reports are during the scheduled c
generated for each site periodic review and *3.3 Ensuring quality in
and provided to all maintenance application of standards,
Region LRMDS specifications and processes:
Refer to Content
Manager. convergence and divergence
Issues Log Template
Appendix 4 report
QA 1 Converg-Diverg Tempv0.2
Usage reports Quarterly review from Comparison of Automated System reports
automated system suggestions from users
Review of user feedback on
reports for: with LRMDS Project
usage
plans and LR
Monitoring access and
Assistance plans Annual sample survey of users
downloads of different

Guidelines and Processes for LRMDS Management and Maintenance 22

 resource types *4.2 User Feedback form and
survey
QA22UserFeedbackFormV1.0.do
c

* For all referenced instruments refer to: LRMDS Implementation and Sustainability: Quality
Assurance Monitoring and Evaluation Instruments

8 Issue and Feedback Reports

A feedback form is provided to all users via the LRMDS portal. The form can be completed by
users to report:
• educational or technical issues,
• faults in the content or portal,
• access issues, and;
• any suggestions for resources to be catalogued and or uploaded to the system.
It may also be used to make suggestions for improvement of the LRMDS portal and the content,
in general.
A copy of the Feedback form is provided in Appendix 3
A copy of the Content Issues Log Template is provided in Appendix 4
A copy of the Portal Issues Log Template is provided in Appendix 5 and Example in Appendix 6

9 Automated LRMDS System Reports

9.1 Types of system reports
The following reports can be generated from the LRMDS system by LRMDS users with
administrative and management roles.

9.1.1 Coverage:
From the Administration pages the following coverage reports can be generated:
• Complete list of repository located resources by any metadata field.
• Complete list of non-repository resources by any metadata field.

9.1.2 Usage:
From the Administration pages the following usage reports can be generated:
• List of downloaded resources by date and location
• List of metadata records viewed by users
• List of catalogued URLs accessed and access dates

9.1.3 Maintenance
From the Administration pages the following maintenance reports can be generated:
• List of archived resources including date of archiving and version number and or
archived catalogue records.

9.1.4 Workflow status:

From the Administration pages the following development and production workflow reports can be
generated:
• List of published resources and date of publication (These are resources uploaded
and published in the repository)

Guidelines and Processes for LRMDS Management and Maintenance 23

 • List of published catalogue records for non-repository stored resources
• List of LRs in development by status (Draft, Review, Final)
• LRMDS Administrators: Name, LRMDS Role, Location

9.1.5 Registration:
From the Administration pages the following management reports can be generated:
• List of all registered users (Name, login details, email address, location, role)

10 Publication and Delivery

10.1 Access LR
All catalogued and published resources can be located and or accessed via browsing or
searching the online Catalogue. The metadata that describes each resource is browsed or
searched by the user.
The search and browse facility of the online catalogue may be queried via any metadata element
but will usually be either browsed by:
 Curriculum and or subject area
 Type of resource - LR/TR/PDM
 Format of resource (image, video, interactive, CD etc)
 Curriculum standard/competency
 Grade/year Level
 Training & Development competency (NCBTS)
Or searched by using key words and terms or exact or part of titles:
 Keywords
 Title
Advanced search allows the user to select and filter the search using any metadata field.
The system for searching and browsing is publicly available. (Diagram 5) Open resources
comprise DepED owned materials and referenced public online materials. However, all users are
required to be authenticated to access (view and download) the resources. Regular subscribers
to the LRMDS will be registered and authenticated.
All resources will contain copyright information and conditions of use. This information is
communicated to the user via the list of search results and at the point that the resource is
accessed for viewing or download.

Guidelines and Processes for LRMDS Management and Maintenance 24

Diagram 5

4.1 Search & Browse LR

LR User

4.1.1
4.1.2
Need for LR Access Directory of
LRs in the LRMDS

4.1.2
Search Criteria : Search & browse LRMDS
• Title LR catalog using (Catalog of LR
available criteria Database
• Subject Area LRs)
• Type of LR/TR/PDM
• Key topic
• Curriculum List of LRs
(standard/competency) according to
• Grade/year Level Search Criteria
• Training & Devt with info on
Competency conditions of use

Yes LR is for Yes

4.1.3
Select LR? public
Access LR
access?

No
No
4.1.4
Yes No
Authenticate User Authenticati 4.1.5
(according to access on ok? Notify User
rights and metadata)

4.1.2

Back to FH

Table 6
Publication and Deliver Maintenance
Task Management Maintenance Evaluation
Strategy Strategy
Access LR Orient schools within Communicate User survey and feedback
the division on how quarterly to schools on use of the portal
to access the via email updates on
User survey and feedback
LRMDS portal LRMDS portal
on registration
Monitor quarterly *4.2 User Feedback form and
number of survey
registrations and
QA22UserFeedbackFormV1.0.do
resource downloads c

* For all referenced instruments refer to: LRMDS Implementation and Sustainability: Quality
Assurance Monitoring and Evaluation Instruments

Guidelines and Processes for LRMDS Management and Maintenance 25

11 Appendices

Guidelines and Processes for LRMDS Management and Maintenance 26

Appendix 1

Metadata Specification v1.5

LRMDS Metadata: The metadata describes each learning resource, teaching resource, or professional development
material.
1. Resources may be digital or non-digital and accessible online or offline.
2. All resource evaluation sheets must be submitted with a copy of the resource and the completed metadata template to the Regional LRMDS
Manager.
Project Code:
Client/Requesting party:
Instructions for completing metadata for a resource to be Catalogued and or uploaded to LRMDS repository.
1. The metadata elements describe many different attributes of the resource being catalogued in LRMDS. The metadata is completed by the following
personnel:
General metadata: Instructional designer, subject matter experts
Educational metadata: Education/curriculum experts, writers, subject matter experts
Life cycle metadata: LRMDS development and production coordinator
Technical metadata: LRMDS Developer (Desktop publisher/multimedia developer)
Rights Management metadata: Instructional designer, LRMDS development and production coordinator
Meta-metadata: LRMDS development and production coordinator, LRMDS Manager.
Final review and sign off of metadata: LRMDS development and production coordinator, LRMDS Manager.

References:
[IEEE 1484.12.1-2002] IEEE LOM: Draft Standard for Learning Object Metadata. This standard defines a structure for interoperable descriptions of learning
content. http://ltsc.ieee.org/wg12/files/LOM_1484_12_1_v1_Final_Draft.pdf
Dublin Core Metadata Initiative Library Application Profile http://www.dublincore.org/documents/library-application-profile/

Guidelines and Processes for LRMDS Management and Maintenance 27

The Learning Federation, 2008, ANZ-LOM Metadata Application Profile V1.01 www.thelearningfederation.edu.au/metadata

Shaded Elements are completed by LRMDS Catalogue Administrators. Other Elements completed by Evaluators

Category Element/Item Element Description Metadata entry EXAMPLE

General Identifier A string or number used to uniquely Unique identifier that is generated by the system when the
identify the resource. A globally unique metadata is first created.
label that identifies this
resource.
LOM 1.1
DCMI Identifier
Title The name given to the resource, usually by The life and works of Leonardo da Vinci
the creator or publisher
DCMI Title Title including subtitle
LOM1.2 Title Leonardo da Vinci: artworks

Use sentence case

Language The language of the intellectual content of Filipino

the resource
English
DCMI Language
(To be supplemented by a list of languages specific to the
Philippines. Also, allow entry of a language not in the list)
Keywords Keywords or phrases that describe the For a mathematics resource modelling strategies for solving
resource arithmetic problems:
LOM 1.5 Keyword Counting on
DCMI Subject Doubling; tens and ones
Multiplication
Can also contain colloquial terms
Description A textual description of the content of the In this video clip, the life and works of
resource, including abstracts in the case of Leonardo da Vinci are briefly presented. The
a document or content descriptors in the focus is on his artistic production, most
case of a visual/interactive resource. notably the Mona Lisa.
LOM 1.4

Guidelines and Processes for LRMDS Management and Maintenance 28

 DCMI Description
Primary Media The physical or digital manifestation of the CD, DVD, Video Textbook
resource
Wall Chart
(Note CD, DVD are allowed in both Primary
Poster
Media and Primary Storage Type, as they
could feature a range of resources - Model
clarified by the Resource Type field in
Worksheet
Educational category)
DCMI Format Flashcards
Interactive Lesson
Manipulative
Other: specify

Primary Storage type The primary format in which the resource is Digital, Print, Web Based, VCR, VCD, CD, DVD, Audiocassette.
stored
Accompanying Item A known relationship between two items Manual
Flash cards
DCMI requires
Maps
LOM 7 Relation Video

Include catalogue identifier for all accompanying items that

are catalogued.

Related LR Other catalogued LR/TR/PDM that are Other catalogued LR/TR/PDM that are related to this
related to this resource. resource
List of Relation, ID, description. Structure
where:
Relation is one of:
ispartof
ispartof
haspart
LR405

Guidelines and Processes for LRMDS Management and Maintenance 29

 isversionof
hasversion Leonardo da Vinci: artworks is an accompanying text of The
life and works of Leonardo da Vinci
isformatof
hasformat
references
isreferencedby
isbasedon
isbasisfor
requires
isrequiredby

ID
Identifier of a catalogue entry

Description
Free text description of the related
resource

Resource location If the resource must be obtained externally: Name: Company, Organization, Institution
Details of where the resource can be Name: Resource Person
obtained
Address:
Structured: Name/Co. Name/Resource
URL:
Person, Address, URL, email etc
Email:
DCMI Location
Phone:

Guidelines and Processes for LRMDS Management and Maintenance 30

 External Resource Identifier A unique identifier for the resource if it is ISBN
not in the repository. Typically will be an
URL
ISBN number, though there may be other
possibilities.
(Note: This field may be left blank even for
a non repository resource, if such an
identifier is not available, not known)
Publication Date For externally produced resources this is
the actual publication date (not the date it
was catalogued)
For LRMDS produced resources it is
automatically set to the date at which the
resource was published (from Life Cycle)
DCMI Issued
Life cycle Contributors Structured: Name, City, Country, URL
OR
Structured: Name, Position in LRMDS,
DepED Administrative Unit, email address
(Represents the affiliation of the publisher
or contributor, for an LRMDS created
resource only)
LOM 2.3 Contribute
Role Publisher, Author, Editor, Writer, Subject
Matter Expert, Instructional Designer,
Editor, Consultant, Other: <data entry>
(NB Publisher here refers to the LRMDS
operative who actually added the final
version of the resource to the catalogue -
i.e. marked the Workflow Status as

Guidelines and Processes for LRMDS Management and Maintenance 31


Date of Cataloguing/Current
Workflow Stage Date
Workflow status
Version
Technical File Format (for digital
resources)
Guidelines and Processes for LRMDS Management and Maintenance
Published)
LOM 2.3.1 Role
Year (MM/DDYYYY) – (the date is date of
cataloguing of final version, i.e. when
Workflow Status = Published. If the
Workflow Status is not Published, it
represents the date on which the resource
entered the currently indicated Workflow
Status)
Workflow Values:
Draft, Review, Final, Published.
Integer
The cataloguer of a resource (complete or
partially complete can increment this
number).
The data format of the resource, used to
identify the software and possibly hardware
that might be needed to display or operate
the resource.
Not mutually exclusive:
Microsoft Word
Microsoft PowerPoint
Microsoft Excel
OpenOffice Writer
OpenOffice Calc
OpenOffice Impress
Executable (exe)
PDF
32
 <Video file types>
<Animation file types>
<Image file types>
Web-Based
DCMI format
LOM 4.4 Technical Requirement
File Size File size in MB (allow integer or real, e.g. 2, E.G
3.5) 2.3Mb
Maximum allowable file size is 5 (MB)
The value is automatically entered by the
system for resources being uploaded.
Special Requirements OS Free text entry of Operating System(s) that Refer to LRMDS Technical specifications
are the only ones on which this resource
will run
DCMI format
LOM 4.4 Technical Requirement
Special Requirements SW Free text entry of Application Software Refer to LRMDS Technical specifications
Packages that are required to run this
resource that and are not listed in the
technical specifications
DCMI format
LOM 4.4 Technical Requirement
Special Requirements AS Free text entry of additional software (such Refer to LRMDS Technical specifications
as plug ins) that are required to run this
resource and are not listed in the technical
specifications
DCMI format
LOM 4.4 Technical Requirement
No. of Pages The size in number of pages of the 455pp

Guidelines and Processes for LRMDS Management and Maintenance 33

 resource.
Non digital resources only (where relevant)
DCMI Extent
Educational Education Type The Skills for the basic education depend on Elementary
the following sequence of choices:

Type (Pre School, Elementary, Secondary,

ALS, etc)

Professional Development
Grade/Personnel Level The target audience the resource is For learning material for schools, this is grade/level:
intended for:
Pre School, Grades 1-6, Year I-IV, ALS: sub-list (Basic,
Elementary, Secondary)
Choice for selection depends on Choice of For PD this would be level of learner:
Type
Principal
(A two-option main menu with sub menus,
Teacher
one for school grades and one for PD levels)
Trainer
Pre-service
LOM 5.5 Educational Intended End User
DepED staff

Curriculum area A standardized list of curriculum areas.

English, Filipino, Science, Mathematics,
Technology and Livelihood Education,
Values Education, Makabayan, Alternative
Learning System, Araling Panlipun

Guidelines and Processes for LRMDS Management and Maintenance 34

 Specific lists provided depending on
Grade/Level selection.

LOM 9.1 Classification Purpose.

Discipline/subject A standardized list of subject areas within Biology, physics, chemistry, physics, earth science, (This list
each curriculum area. will be provided for all of the disciplines covered in the
curriculum areas on choice of Curriculum Area)
Biology, physics, chemistry, physics, earth
science, (This list will be completed for all
of the disciplines covered in the curriculum
areas.)
LOM 9.1 Classification Purpose
Coverage: Topic / Sub topic This list will be provided for all of the
disciplines covered in the curriculum areas
and depends on Discipline/Subject selected
above.
Related Topics In addition to Topic/Sub topic.
Objectives Primary teaching, learning or training
objectives of the resource.
LOM 9.1 Classification Purpose
Skills See Subject. Each set of skills will be of the E.G.
following form: S1 Basic Processes in Science
C1. Relate how science and technology affect....
Strand S1
C1.1 Give examples of Science and Technology activities....
Competency C1 C2.
Sub-competency C1.n

Measurable outcome that the user can be

expected to achieve after using the
resource. (What the user will know and be

Guidelines and Processes for LRMDS Management and Maintenance 35

 able to do)
A three-option main menu, with sub
menus, one listing DepED BEC approved
curriculum competencies, one listing NCBTS
competencies, one listing competencies for
non teaching DepED staff.
LOM 9 Classification Purpose
Duration Days/Hours/Minutes potentially required to
use the resource.
(any combination can be specified, any or
all can be left blank: because it is not always
meaningful to attribute a duration to all
learning resources)
DCMI coverage
LOM 5.9
Intended user (“audience”) Educators
Learners
Not mutually exclusive (suggest two check
boxes)
Other (free text entry)
LOM 5.6 Educational context
Accessibility From the following (not mutually exclusive)
list
Gifted
Hearing Impaired
Visually Impaired
Device independence
Cognitively Impaired
SARDO (Students at risk)

Guidelines and Processes for LRMDS Management and Maintenance 36

 LOM 9 Classification 9.1 Purpose “
accessibility restrictions”
Primary Educational Use Learning Materials
Teacher-Professional Training Development
Material:
Lesson Plan / Guide
Learning Guide
Learning Module
Full course
Assessment/Tests
(not exhaustive - more to be added)
LOM 5.2 Resource type
Rights Copyright Y/N
Option Y/N
DCMI 1.1 Rights
Copyright Owner Structure: Name/Company Name, Address,
email, URL
Acquisition Option Free / Commercial
LOM 6.1 Cost
Conditions of Use Full [user has full rights for resource - Refer to Intellectual Property Rights.
includes modify, making derivatives]
Modify
Derive
Reproduce
Use
Copy [Download/Print]
Print only [Print but not distribute]
For offline resources, if rights are unknown
value is: Refer to Publisher (See General
category for publisher contact details.
LOM 6.3 Rights description
DCMI 1.1 Rights
Meta- Metadata Identifier A globally unique label that identifies this
metadata record
LOM 3.1

Guidelines and Processes for LRMDS Management and Maintenance 37

 Catalogue The name or designator of the
identification
or cataloging scheme for this entry.
LOM 3.1.1
Entry Actual string value of the entry.
LOM 3.1.2
Contribute Those entities that have affected the state
of this metadata instance during its life
cycle. Includes Role; Entity; Date
LOM 3.2
Metadata scheme The name and version of the authoritative
specification used to create this metadata
instance.
LOM 3.3
Language Language of this metadata instance. This is
the default language for all language
strings.
LOM 3.4
ISO 639 language code

Guidelines and Processes for LRMDS Management and Maintenance 38

Appendix 2

Project and Activity Codes for planning, budgets and project documents. Project Codes are managed by the LRMDS
Manager/Coordinator or designated person

Example: AE0001R7ESECASecSCII
Code Project Area Code Activity
AE0000 Assessment and Evaluation Eval Evaluation
DP0000 Development and Production EP Evaluation Plan
MS0000 Management & Storage ESE Educational Soundness Evaluation
PD0000 Publication and Delivery EQE Educational Quality Evaluation
Adm0000 LRMDS Administration TE Technical Evaluation
IPRE Intellectual Property Rights Evaluation
AccE Accessibility Evaluation
R# Region # RB Request Brief
R#D# Division # Guide Guidelines
TD Training
Rep Reports
PP Project Plan
DB Design Brief
ID Instructional Design
FS Functional Specification (Script)
Alpha Alpha
Beta Beta
Final Final
QA Rev QA Review
EdE Editorial Evaluation
CT Conformance Test
Meta Metadata
Guidelines and Processes for LRMDS Management and Maintenance 39
 IssuR Issues Report
ArchR Archive Report
Cat Catalogue
Off Office supplies
Print Printing/Copying
Pilot Pilot
Survey Survey

Resources
CE Curriculum Expert
SME Subject Matter Expert
Dev Developer
Writ Writer
Edit Editorial
MetaA Metadata analyst
GD Graphic Design
MMProd Multimedia Production
Misc Miscellaneous
Travel & Accommodation
Trav Travel
Acc Accommodation

Curriculum Areas
Elem(Grade 1-6) Elementary (Grade 1-6)
CAElemFil Filipino
CAElemMA Mathematics
CAElemSC Science
CAElemENG English
CAElemMak Makabayan
CAElemMT Mother Tongue

Sec (Year I-IV) Secondary (Year I-IV)

Guidelines and Processes for LRMDS Management and Maintenance 40
 CASecFil Filipino
CASecMA Mathematics
CASecSC Science
CASecEng English
CASecTLE TLE
CASecMAP MAPEH
CASecAP Araling Panlipunan
CAIP Indigenous People
CAALS ALS
PreSch PreSchool
PDM Professional Development

Guidelines and Processes for LRMDS Management and Maintenance 41

Appendix 3

LRMDS Feedback Form

Reporting issues with LRMDS system or content
Name

Date

Contact details:

Email:

School Landline or Cell:

Name of school or office

Location of school or office

Suggestions for the LRMDS portal and content: Please provide any comments,
suggestions or feedback here.

Reporting resource issues:

Resource #:

Title of Resource:

How did you access the resource?

Access to LRMDS at school Access to LRMDS at Division

Access to LRMDS Region Access to LRMDS at home

Other (please specify)

How did you use or distribute the resource? (Tick all that apply)

Guidelines and Processes for LRMDS Management and Maintenance 42

 printed copies on CD-ROM, USB, DVD.
online, using a Learning Interactive whiteboard
Management System or
digital resource repository
Computer and Data Other (please specify)
projection to whole class
I want to report a (check all that apply)
A) technical fault

B) content error

C) suggestion for improving the resource

D) other

A) Technical fault: Please describe any technical difficulties you had with accessing
and or using the resource. Please make sure you describe the computer equipment,
operating system and browsers and plug-in.

B) Content error: Please describe as accurately as possible the content error. Refer
to pages or screens.

C) Suggestions: Please describe any suggestions you have for improving the
resource and why these would be useful.

D) Other:

Guidelines and Processes for LRMDS Management and Maintenance 43

Thank you.
Please email, fax or submit this form via LRMDS.
Submission of Feedback forms to the LRMDS Manager Region VI, VII, or VIII.

Guidelines and Processes for LRMDS Management and Maintenance 44

Appendix 4
LRMDS Issues Log Template
Submitted by: Insert Name and Region- Division and email address
Instructions:
All issues reported by users of the LRMDS portal that relate to content quality (errors, inaccuracy, malfunction) should be logged. The
LRMDS QA Manager maintains and delegates responsibility for rectifying the errors in collaboration with the Development and Production
Coordinator
The LRMDS Manager should monitor the log and also liaise with other Copyright owner or publisher of the resource as required.
# and Description of the Content Metadata Technical Required corrections Personnel Fixed
Date reported issue error in error error responsible or open
LR, TR, (incorrect or (corrupt for action issue
PDM. incomplete) file)
(Edit,
factual,
misconcep
tion)
1
2
3
4
5

Guidelines and Processes for LRMDS Management and Maintenance 45

Appendix 5
LRMDS Portal Issues Log Template
Submitted by: Insert Name and Region- Division and email address
Date:
# Screen Screen element ID or System or user System result Issue Resolution
URL event Fixed or open
issue
1
2
3
4
5

Guidelines and Processes for LRMDS Management and Maintenance 46

Appendix 6
Example: Portal Issues Log.
# Screen Screen element ID or System or user System result Issue Resolution
URL event Fixed or open
issue
1 Search tips On selection take http:// Currently inactive
http:// user to “How do I lrmds.deped.gov. link
lrmds.deped.gov.ph/# search for ph/main/adhoc/
materials page page/
searchForMaterial
s

SC1-HP (Homepage)
2 http:// Options button Resources listed Screens 2,4,5
lrmds.deped.gov.ph/ lists resources to can be don’t have any
main/adhoc? be downloaded downloaded resources to
page=aboutus download.
http:// Options graphic
lrmds.deped.gov.ph/ and place holder
main/adhoc? should not be
page=guidelines visible unless
http:// resources on the
lrmds.deped.gov.ph/ page can be
SC 2-5 (About us; Guidelines; main/adhoc? downloaded.
Contributors; Contact) page=contributors
http://
lrmds.deped.gov.ph/
main/adhoc?
page=contact

3 SC 2-5 (About us; Guidelines; As above Static web page Content is Can the linked

Guidelines and Processes for LRMDS Management and Maintenance 47

# Screen Screen element ID or System or user System result Issue Resolution
URL event Fixed or open
issue
Contributors; Contact) manually resources be
updated. dynamically
updated when
the latest
4version is
published in
the catalogue?
4 For example: User selects Selecting any of 1. Currently
http:// listed pages the links results in selection
lrmds.deped.gov.ph/ Home, Catalogue, one of the sends user to
main/adhoc? About Us; following pages Homepage for
page=aboutus Guidelines; opening all links
All pages Contributors; Home, Catalogue, 2. Catalogue is
Contact; Login About Us; misspelt.
Terms of Use Guidelines; Correct
Privacy Policy Contributors; spelling is
Contact; Login Catalogue not
Terms of Use Catalog
Privacy Policy 3. Copyright
symbol ©
appears as a
question
mark? on
some pages
4. Content for
Terms of Use
and Privacy
Policy needs
to be added.
This should be
the same for
all STRIVE
websites.

Guidelines and Processes for LRMDS Management and Maintenance 48

# Screen Screen element ID or System or user System result Issue Resolution
URL event Fixed or open
issue
5 http:// Search or Browse Search result lists Two of the icons
lrmds.deped.gov.ph/ query results in resources and are the same.
learning_resources/ list of LRs with shows the The last two in
browseList? icon to represent Resource type the list.
discipline=English format icons menu. No attachment
%201 should have one
http:// icon. Unsure what
lrmds.deped.gov.ph/ the other icon
learning_resources/ with no descriptor
searchQuick is indicating.

Appears on all pages for results of

browse/search query
6 http:// Page for info on LRMDS Hyperlink to:
lrmds.deped.gov.ph/ Contributing Guidelines for LRMDS
main/adhoc/page/ resources Assessment and Guidelines for
contributeOrSuggest Evaluation should Assessment and
be hyperlinked in Evaluation
the text. To be added.

7 http:// User selects Send feedback Word document

lrmds.deped.gov.ph/ Send feedback page opens and link does not open
main/adhoc/page/ from homepage the user can a document.
sendFeedback download or open
feedback form as
PDF and as Word
document

Guidelines and Processes for LRMDS Management and Maintenance 49

# Screen Screen element ID or System or user System result Issue Resolution
URL event Fixed or open
issue
8 http:// User logs in as QA Review page “Search LR”
lrmds.deped.gov.ph/qa QA Reviewer opens with Menu appears twice in
of functions for the menu options
QA Reviewer
role.
9 As above As above As above “Review Forms”
should open a
web page with the
relevant forms
listed and
hyperlinked.
Currently opens
one doc as pdf.
Create page and
hyperlink current
doc. More docs to
be added to this
page. See
attachment 1
below
10 User selects Registration form School Name
Register on opens. should also be
homepage School ID is written in as free
requested for text if School ID is
“School inserted.
personnel” as one On Manager and
of the form Admin tables both
elements pieces of info
should appear.

11 System generated Reports (See http:// Users with admin Currently only two
below Attachment 2) for the type lrmds.deped.gov.ph/ role can generate report types are
of system reports that should be reports these types of available
able to be generated by Admin or reports
LRMDS Manager.

Guidelines and Processes for LRMDS Management and Maintenance 50

# Screen Screen element ID or System or user System result Issue Resolution
URL event Fixed or open
issue

Guidelines and Processes for LRMDS Management and Maintenance 51

Attachment 1 – Review forms
LRMDS Assessment and Evaluation Guidelines v1.0 (word) and (PDF)
(LRMDS evaluation templates to be linked include page number reference in Guidelines document. Instruments to be linked once final revised versions
approved)
LRMDS Specification and Guidelines for Intellectual Property Rights Management
LRMDS Educational Soundness General Evaluation Checklist
Educational Quality Evaluation Guidelines
 Evaluation Rating Sheet for PRINT Resources
 Evaluation Rating Sheet for Charts, Posters, Drill / Flash Cards and Manipulatives
 Evaluation Rating Sheet for Non-Print Materials
 Evaluation Rating Sheet for General Reference Materials
Social Content Guidelines
Technical Evaluation Guidelines and Checklist
Evaluating Online Sites and Resources for Cataloguing

LRMDS Development and Production Guidelines v1.0 (word) and (PDF)

(LRMDS evaluation templates to be linked include page number reference in Guidelines document. Instruments to be linked once final revised versions
approved)
Instructional Design Guidelines
Educational Soundness Evaluation Checklist
Print Test: Proof Evaluation
Proof test: Technical Evaluation of reproduced offline digital resource
Educational, Editorial and Packaging Review for Digitized Print Resources
Evaluation and Review criteria for development of new PRINT Resources
Accessibility Checklist
Evaluation and Review for development of new Non-Print Materials

Guidelines and Processes for LRMDS Management and Maintenance 52

Technical Evaluation and Review for development of new non-print resources
IPR Evaluation Checklist and Guidelines
Metadata template
Attachment 2 - Excerpt from LRMDS Management and Maintenance Guidelines v1.0
Automated LRMDS System Reports
Types of system reports
The following reports can be generated from the LRMDS system by LRMDS users with administrative and management roles.
Coverage:
From the Administration pages the following coverage reports can be generated:
• Complete list of repository located resources by any metadata field.
• Complete list of non-repository resources by any metadata field.
Usage:
From the Administration pages the following usage reports can be generated:
• List of downloaded resources by date and location
• List of metadata records viewed by users
• List of catalogued URLs accessed and access dates
Maintenance
From the Administration pages the following maintenance reports can be generated:
• List of archived resources including date of archiving and version number and or archived catalogue records.
Workflow status:
From the Administration pages the following development and production workflow reports can be generated:
• List of published resources and date of publication (These are resources uploaded and published in the repository)
• List of published catalogue records for non-repository stored resources
• List of LRs in development by status (Draft, Review, Final)
• LRMDS Administrators: Name, LRMDS Role, Location
Registration:
From the Administration pages the following management reports can be generated:

Guidelines and Processes for LRMDS Management and Maintenance 53

 • List of all registered users (Name, login details, email address, location, role)

Guidelines and Processes for LRMDS Management and Maintenance 54