MINIMIZING SCHOOL FORMS’ DATA ERROR THROUGH PET

(PERSONALIZED ELECTRONIC TOOL) IN SENIOR

HIGH SCHOOL DEPARTMENT

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A Thesis
Presented to
The Faculty of Graduate School
Southern Philippines Agri-Business and Marine
and Aquatic School of Technology
Davao City

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In Partial Fulfillment
of the Requirements for the Masters in Education
Major in Mathematics Teaching

____________________

MARIANO JR. R. DAY

JUNE 2022
 CHAPTER 1

INTRODUCTION

Background of the Study

During this time of pandemic, school closures, home quarantine, and social

distancing implemented worldwide can cause a sudden anxiety even among teachers

(Talindog, K J B., Toquero, CMD., 2020). In the case of completing the school forms in

time for checking, work related stress may affect teachers. This encoding process needs

enough time to be finalized especially when the data is incomplete. Every year, advisers

encounter the same scenario and every year, they feel the same exhaustion because

each form must be finalized and be submitted within the given date. With that, advisers

have the tendency to give inaccurate information and may lead to the teachers’ mental

press or tension since these forms must be repeatedly checked from time to time.

Focusing to this activity only, teachers may acquire stress and will become ineffective to

perform other tasks expected from them (Shahsavarani, A M., Abadi, E A M., Kalkhoran,

M H, 2015).

Teachers were highly aware of the presence and consequences caused by the

COVID-19 pandemic (Alea, A A., Fabrea, M F., Roldan, R D A., Farooqi, A Z., 2020).

Based on DepEd Order 58 s. 2017 on the Adoption of New Forms for Kindergarten,

Senior High School, Alternative Learning System, Health and Nutrition, and Permanent

Records, advisers play an important role in filling up and encoding different data

separately to each form.

 School Forms is a compilation of different forms that contains the basic

information of the learners, reports the learners’ attendance and show the academic

performance of each learner by quarter. These forms need to be updated by the

beginning of school year, by month, by quarter and by the end of the school year and

need to be checked by the authorized school checking committee at the end of every

school year.

Personalized Electronic Tool (PET) is a timely solution since it will compile the

different worksheets in one file, address the problem of errors resulting from copy-

paste action, and shorten the time required in encoding data. Thus, completing school

forms in time for the conduct of School Checking of Forms will be a lot easier for the

advisers and the School Heads as well. Learning to recognize stressors quickly and

managing them appropriately, are critically important strategies for life and health

(Taylor, A. 2015). Thus, the innovation presented in this study will level up the playing

field of teachers in terms of efficiency and accuracy in completing the selected Senior

High School Forms, minus the stress!

ACTION RESEARCH QUESTIONS

Copy and Paste is a command commonly used to copy/transfer the same data

within the same or separate sheets. This action research provides convenience to the

user specially the adviser who needs to fill in different school forms, however, copy and
paste command is prone to error specially pasting data in a table format. Adviser must

allot patience and time encoding required accurate data on different school forms.

Accordingly, advisers need to finish paperwork on time for checking and submission

of school forms particularly the grade 12 advisers of the Senior High School

department. Adhering to the time frame of completing the school forms has become a

stressful period for the adviser.

This action research seeks to answer the following questions:

a) How to minimize if not to completely eradicate errors resulting from copy and

paste action in encoding required data in school forms?

b) How to shorten the time required in encoding data in selected school forms?

c) How to link different school forms in one file?

d) How does Personalized Electronic Tool (PET) help minimize data error in School

Forms?

PROPOSED INNOVATION

Currently, the advisers will encode student’s data using the Microsoft excel

format, but different school forms will have different files. The proposed innovation

Personalized Electronic Tool (PET) will be compiled in one file, a Microsoft Excel

Worksheet file that will run using Windows or MAC operating system, Microsoft Excel

2010 up to present, where selected school forms are interlinked but in different
worksheets. Personalized Electronic Tool (PET) will make use of the same platform that

the advisers are already acquainted to, a Microsoft excel format.

This file will display an interface (Home Sheet) where macros linked to different

selected School Forms will be displayed. Every macro will direct the user to a separate

sheet within the same file, where the user will input required data. The user may print

the whole sheet such as SF1, SF2, SF9, SF10, Grading Sheets, Composite Grading

Sheet, Ranking of Honors per quarter and Temporary Report Card by clicking the

“PRINT” button, or user may opt to return to home sheet by clicking the button marked

“HOME”.

This innovation is projected to eliminate the error of copy-paste action since

learner’s data in each macro are interlinked, there is no need for repeated use of copy-

paste action to different school form sheets. For instance, the data such as learners’

name in the macro for SF1 is linked to the macros for SF2, SF9, SF10, so data such as

learners name is reflected automatically, thus error resulting from copy-paste action is

eliminated for this matter.

It should be noted that the learners’ data such as name, birthday, age and address

cannot be edited within any other macros except in the macro marked SF1 in the Home

Sheet. The button for SF1 is the only macro where the user may edit learners’ data,

however, editing the data within this sheet is not advisable since it will be LIS

Generated.
PROPOSED USER INTERFACE (HOME SHEET)

1ST SEM 1ST SEM

SF1 SUBJECT GRADING
SHEET

2ND SEM
GRADE 2ND SEM
GRADING
LEVEL SUBJECT
SHEET

SECTION SF2 SF9

CORE
SHS TRACK SF10
VALUES

ADVISER

The proposed user interface is the sheet that will be displayed upon opening the

Personalized Electronic Tool (PET) file. It will have thirteen buttons. Color blue buttons

represent the macros and are interlinked. Among the blue colored buttons, only in the

button for SF1 can the user add or edit learners’ data and any changes within this sheet
will affect data in all other macros. It will be recommended that the LIS Generated

School Form 1 will be used. On other hand, green colored button are macros that

required data input from the adviser upon utilization of the file.

PROPOSED USER INTERFACE MACROS AND ITS DESCRIPTION/FUNCTION

Contains LIS Generated SF 1. Learners data within this sheet are

linked to SF2, SF9, SF10, Grading Sheets, and Composite Grading
SF 1
Sheets.

The user will manually encode all subjects for the first semester.
Encoded subject areas will automatically reflect into SF9, SF10,
1ST SEM SUBJECTS Grading Sheets, and Composite Grading Sheets.

In this macro, the user will input grades for the first semester.
1ST SEM GRADING The grades are reflected in SF9 and SF10. The average grade
SHEETS per subject will be reflected in the composite grading sheet.

GRADE A cell where the grade level is encoded. The grade level will be
LEVEL reflected in the SF2, SF9, and SF10.

The user will manually input subjects for the second semester.
The listed subjects are then reflected into SF9, SF10, Grading
2ND SEM SUBJECTS Sheets, and Composite Grading Sheets.

In this macro, the user will input grades for the

2ND SEM GRADING second semester. The grades are reflected in SF9
SHEETS and SF10. The average grade per subject will be
reflected in the composite grading sheet.

A cell where the grade section is encoded. The grade section will
SECTION be reflected in the SF2, SF9, and SF10.

This sheet will show report of students’ attendance every month

SF 2 for the whole school year.
 Shows the learners academic progress. The user may print this
sheet anytime per quarter.
SF 9

Needs manual input of the learners’ track and strand. Data in

SHS this cell is reflected on SF2, SF9, SF10, Grading Sheets, and
TRACK Composite Grading Sheets.

Shows the learners’ permanent records. The user may print this
sheet at the end of the school year. It will be linked to SF1 and
SF 10 SF9.

This sheet contains the Core Values of Learners in each quarter.

CORE
The user may encode the rating for core values of each learner.
VALUES
The cell where the Advisers Name is encoded. Advisers name will
be reflected in the SF2, SF9 and SF10.
ADVISER

The use of Personalized Electronic Tool (PET) offers accuracy and efficiency in

completing School Forms on time for the conduct of School Checking of Forms, thus

saving ample time for the advisers to maximize school related accomplishments.
 CHAPTER II

ACTION RESEARCH METHOD

A. PARTICIPANTS AND OR OTHER SOURCES OF DATA

Senior High School advisers since school year 2019-2020 up to present will be the

participants of this study. The Grade 11 advisers of sections Santan, Gumamela and

Daisy and Grade 12 advisers of sections Acacia, Narra and Apitong, a total of six (6)

teachers are qualified to participate in the study. These chosen participants have

experienced the hassle of completing School Forms 2, 9 and 10, and composite grading

sheets. The participants will be oriented with the Personalized Electronic Tool (PET) and

will be the one to assess the practicality of the program.

B. DATA GATHERING METHODS

A request letter will be sent to the School Head asking permission to conduct a

study on “Accurately and Efficiently Encode Data in School Form 2 (Sf2), School Form 9

(Sf9), And School Form 10 (Sf10) By Using PET (Personalized Electronic Tool) in Jose

Abad Santos National High School – Senior High School Department”. Upon approval,

the proponents will then draft and submit a research proposal to the school action
research coordinator for evaluation before submitting to the division research

committee.

Data gathering methods will be divided in three phases as shown in the table

below:

PHASE DESCRIPTION PERSONS EXPECTED

INVOLVE OUTPUT

I Data gathering phase of  Proponents  Accomplished

participants previous experiences  participants questionnaires
in encoding required data in  Journal entries
selected school forms.
II Data gathering phase of the  Proponents  Journal entries
participants’ reaction and  Participants about the
suggestions after the orientation  School participants
of Personalized Electronic Tool head reactions and
(PET) and hands on activities  Master suggestions.
where conducted. teachers

III Data gathering phase pertaining  Proponents  Accomplished

to the participants experiences,  Participants questionnaires
assessments after using the  Journal entries
Personalized Electronic Tool
(PET) in completing the selected
school forms.

Phase 1 is the stage where the previous experiences of advisers while encoding

required data separately in selected school forms are gathered. Questionnaires will be
provided individually to the participants. For further discussion about the completion of

selected school forms, face to face individual interview will be conducted where issues

and concerns during discussions will be recorded in a journal.

The stage where the participants are oriented about the Personalized Electronic Tool

(PET) will be the second phase of data gathering methods. Hands on activity will be

facilitated and face to face interview will be conducted after the orientation to discuss

the participants’ reactions or suggestions that may be useful towards the enhancement

of the program. Data gathered will recorded in a journal.

Phase three is the last stage wherein the participant had already used the

Personalized Electronic Tool (PET). Researchers will provide questionnaires and will

conduct face to face interview individually. Data gathered will be recorded in a journal.

Retrieved accomplished questionnaires from phase 1, phase 2, phase 3 and journal

entries will be compiled by the researchers for data analysis.

DATA ANALYSIS PLAN

Data gathered from accomplished questionnaires and journal entries from phases

1, 2 and 3 will be used by the researcher for data analysis. Data from phase one will be

correlated with the data from phase three to analyze the difference before and after the

implementation of Personalized Electronic Tool (PET). Data gathered from phase two

will be analyzed for practical application and enhancement of the Personalized

Electronic Tool (PET) for field validation. Data gathered after field validation will be

used to assess the practicality of the proposed innovation in accurately encoding

required data in selected school forms of senior high school.