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*sample based largely on the CIP of Bulihan Integrated National High School

SCHOOL CONTINUOUS IMPROVEMENT PROJECT

S.Y. 2019-2020, 2020-2021

NAME OF CI PROJECT Project S-Form (Strengthening Forms and Records

Management)

STEP 1. GET ORGANIZED

CIP TEAM MEMBERS School Head: Cristina M. Austria

AND DESIGNATION
Team Leader: John Paul T. Solon
Documentation: Jeanifer C. Lagula
Communication: Corazon M. Eugenio
Scribe: Glizelle R. Fronda
Process Observer: Mary Ann C. Bantiling

KEY CUSTOMERS 1. Class Advisers

2. Guidance Counselors
3. Curriculum Chairpersons by Grade Levels
4. Registrars

PRIORITY Submission and accomplishment of School Forms

IMPROVEMENT AREA
(PIA)

PROJECT RATIONALE Strategic Importance Score: 5

(See DO 44, s. 2015 Urgency Score: 4
Annex 4 for reference) Feasibility Score: 5
Magnitude Score: 5
Average Rating: 4.75/5.0
Interpretation: Very High Priority

STEP 2. TALK WITH YOUR CUSTOMERS

DATA GATHERING Instrument: Self-made questionnaire

Methods: Online survey, Interview
Participants: class advisers, guidance counselors,
curriculum chairpersons, registrars

RESULTS OF DATA
● 49.5% of the participants found SF10 to be the
GATHERING
most difficult school form to accomplish among
other school forms
● Among the top problems in accomplishing forms
are insufficient data (27.3%) and limited time
(22.2%)
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CUSTOMERS’ 1. “Consistency and clarity of instructions”
EXPECTATIONS
2. “Announcements should be made ahead of time”
RELATED TO THE
P.I.A. 3. “There should be a separate page where all school
form updates are posted”
4. “All teachers must comply”
5. “Technical assistance from the school, YouTube
tutorial can make it easier”
6. “Give more time to accomplish reports”

STEP 3. WALK THE PROCESS

NAME OF PROCESS Accomplishment and Checking of SF10

AFFECTED

STEPS OF THE 1. Submit masterlist containing previous section of

PROCESS the students to the Registrar’s Office
2. Receive issued SF10 from the Registrar’s Office
3. Secure LIS username and password given by the
LIS Coordinator
4. Access LIS Account
5. Collect learner’s basic information from the LIS
6. Prepare learner’s data taken from the LIS/other
supporting documents
7. Input basic information of the students
8. Input grades from first to fourth quarter based on
SF9 at the end of the school year
9. Finalize data in SF10
10. Submit accomplished SF10 to the Guidance
Counselor
11. Check and verify SF10 based on the masterlist
12. Submit corrected SF10 to the Registrar’s Office
13. Check and verify SF10 based on the masterlist
14. Approve and sign proof of submission
15. Store SF10 in the record section

STEP NUMBER AND 1. Step 4 – System maintenance

STORM CLOUDS
2. Step 5 – Poor internet connectivity
3. Step 6 – Insufficient data
4. Step 7 – Incomplete data
5. Step 8 – Incorrect entry of grades

STEP 4. IDENTIFY PRIORITY AREAS

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FOCUSED PROBLEM At the end of School Year 2018-2019, out of 35
STATEMENT class advisers from Grade 7, only 38% or 13 were
prompt in submission of error-free SF10, and the
(SY, percentage & no.
remaining 62% or 94 of them were 15 days late in
of customers affected,
compliance which caused delay in the access and
results)
transfer of the students' data for the present school
year

STEP 5. ROOT CAUSE ANALYSIS

ROOT CAUSES 1. Change of residence due to job

2. Financial constraint
3. Weak monitoring plan and schedule
4. Weak planning of schedule
5. Limited Manpower
6. Unplanned schedule of tasks

CONTROLLABLE ROOT 1. Weak monitoring plan and schedule

CAUSE(S)
2. Unplanned schedule of tasks
3. Limited manpower

PRIORITY ROOT 1. Weak monitoring plan and schedule

CAUSE(S)
2. Unplanned schedule of tasks
3. Limited manpower

SOLUTION(S) 1. Strengthen the monitoring plan and schedule

through strict implementation
2. Develop an organized schedule for advisers
3. Proper delegation of tasks and creation of exclusive
communication site

RECOMMENDED 1. Implement quarterly checking, regular monitoring

IMPROVEMENT(S) and follow-up for strict compliance
2. Create customized brochure with list of target
activities and dates of S-Form Accomplishments
3. Delegate technical staff and create virtual page for
information dissemination and communication
purposes

STEP 6. DEVELOP SOLUTION

NAME OF PROCESS Accomplishment and Checking of SF10

AFFECTED

NEW/REVISED STEPS 1. Create work plan containing set of activities and

OF THE PROCESS target dates for school form accomplishments aligned
with DepEd Memo and School Calendar
2. Target dates for school form accomplishments
aligned with DepEd Memo and School Calendar
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3. Review teachers’ schedule for the formation of
working committees designation of tasks and
responsibilities
4. Create virtual page for information dissemination
and communication purposes
5. Assign members for working committee such as
ICT, Checking and Monitoring Committee
6. Assign each Curriculum Chairman for the
announcement and distribution of customized
brochure by grade level
7. Delegate work responsibilities for each committee
8. Orient teachers with the new guidelines and
changes in the process of SF10 accomplishment,
checking and submission
9. Introduce members of each working committee
10. Distribute customized SF Brochure to the grade
level chairman
11. Inform exclusive communication site
12. Distribute customized SF Brochure to the
advisers
13. Distribute masterlist to the advisers for the
current school year
14. Submit masterlist containing previous section of
the students to the Registrar’s Office
15. Search and retrieve SF10 record based on the
Masterlist
16. Organize student’s SF10 by section
17. Release organized SF10 to the adviser
18. Receive issued SF10 from the Registrar’s Office
19. Secure LIS username and password given by the
LIS Coordinator
20. Access LIS Account
21. Collect Leaner’s basic information from the LIS
22. Validate SF10 entry/content based on the LIS
23. Submit validated SF10 to the Guidance
Counselor
24. Check and verify all the data from the SF10
25. If data are free of errors, approve and sign
corrected SF10. If not, go back to Step 22.
26. Return corrected SF10 to the adviser
27. Receive corrected SF10 from the Guidance
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Counselor
28. Submit corrected SF10 to the Registrar’s Office
29. Receive accomplished SF10 of the adviser
30. Review and verify SF10 based on the masterlist
31. Approve and sign proof of submission
32. Store SF10 in the record section

STEP 7. FINALIZED IMPROVEMENT PLAN

POTENTIAL 1. Online Accessibility

PROBLEM(S)
2. Unexpected absences
3. Skip standard procedure in checking

PROBABLE CAUSE(S) 1. Low internet connection or no internet at all

2. Teachers-in-charge on leave
3. Limited time

PREVENTIVE 1. Updates posted virtually may be announced on

ACTION(S) Bulletin Board or send through text messages
2. Advanced schedule plan of alternate staff
3. Rigorous monitoring and follow-up by the
committee

STEP 8. PILOT YOUR SOLUTIONS

PARTICIPANTS DURING Grade 7 advisers SY 2019-2020

PILOT
IMPLEMENTATION

RESULTS OF PILOT 65.71 % or 23 out of 35 of Grade 7 advisers are able

IMPLEMENTATION to submit SF10 on time

STEP 9. ROLLING OUT SOLUTIONS

PARTICIPANTS DURING Grade 7 advisers SY 2020-2021

ROLL OUT

RESULTS OF THE ROLL 93.33 % or 28 out of 30 Grade 7 advisers are able to

OUT submit SF10 on time

STEP 10. MONITORING OF SOLUTION

DATA BEFORE THE 38% or 13 out of 35 Grade 7 advisers were able to

PROJECT submit SF10 on time

DATA AFTER THE CI 93.33 % or 28 out of 30 Grade 7 advisers were able to

PROJECT submit SF10 on time

LEARNINGS 1. Stronger work- relationship with fellow teachers

and school personnel can be achieved with enhanced
coordination and communication.
2. Change or improvement happens when truly
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concern and dedicated servants take action.
3. Success is achieved when there is teamwork.
4. Consistency is a major factor in accomplishing a
goal

PROPOSED ACTIVITIES 1. Schedule meetings with focal persons for

monitoring and follow-up of activities
2. Provide checklist for the evaluation of the Project
from time to time
3. Prepare boxes for suggestions, recommendations
and comments
4. Attend to teachers’ concerns and make immediate
actions

NEXT OBJECTIVES 1. Identify other school processes that need

improvement
2. Conduct CI Projects that benefit the school,
teachers' personnel, parents and students
3. Encourage other departments to form their own
CI team and coach them

Attachment 1: Data Gathering Instrument

Attachment 2: Pictures During the Implementation
Attachment 3: CIP Output (includes but not limited to learning materials, action
plan, training proposal, lesson plan, intervention program, school memorandum,
standard school procedure, etc.)

Prepared by:
<<e-signature>>
<<NAME>>
School Head

Reviewed by:

<<e-signature>>
<<NAME>>
District CIP Chairperson

Approved:

<<e-signature>>
<<NAME>>
District CIP Team Adviser (PSDS)