ESF7 Orientation

BACKGROUND
Old School Form 7 Electronic School Form 7 (eSF7)

(SF7)
• Digitized and standardized process
o No capability to validate if teachers are • Expanded data (personnel profile and
already overloaded assignments)
o No macro analysis at the Division level • Easier consolidation of data
(at all governance levels)
School Personnel
Assignment & Basic Profile 1
Electronic School Form 7 (eSF7) | Online Orientation | MS Teams | 4 and 6 October 2023
OVERVIEW
Specialization Workload AncillaryTasks

Hiring Challenges
Mismatch Distribution Assignments
2
OVERVIEW
Why Digitize?
● Distribute teaching load fairly and equitably
● Capture and manage school personnel information
● Data-driven HR decision-making
● Basis for the request for the creation
of additional teaching and
non-teaching items
3
OBJECTIVES
● I ntroduce the electronic SF7 tool and its features
● Discuss the common concerns
and operational nuances
● Capacitate the School EMIS, School Heads and
PSDS
4
Electronic
School Form 7
DM 52, s.2023 | Adoption of the DepEd eSF7
ONLINE ORIENTATIO N
October 11, 2023
5
General
Guidelines
in the Accomplishment of
the Electronic School Form 7 eSF7
DM 052, s.2023, Adoption of the DepEd eSF7, Annex A bit.ly/DM52s2023
6
DM 52, s. 2023 | Annex A
GENERAL GUIDELINES
in the Accomplishment of the eSF7
Consistent with DO 4, s. 2014.
1 The eSF7 shall be accomplished at the BoSY by the School Head.
Non-teaching personnel shall assist the school head in accomplishing the form.
SHSs submit the updated form at the beginning of the Second Semester (Third Grading
2 Period) to account for the changes in the subject assignments.
Personnel movement = Update the eSF7 and submit it to DO
3 Personnel movement during the SY
All school personnel should be included in eSF7.

4 The eSF7 automatically arranges the school personnel from the highest rank down to the lowest. This form shall also serve as an
inventory list of school personnel.
7
DM 52, s. 2023 | Annex A
GENERAL GUIDELINES
in the Accomplishment of the eSF7
Daily Program reflects the assigned workload of teaching personnel
5 >> subjects taught, advisory class (if applicable), and ancillary/administrative assignments
6 Integrated schools with the same School ID = only 1 eSF7
Non-teaching personnel providing shared services = mother school only

7 This is to avoid double entry.
8 Automatically formatted in a Legal or Folio size bond paper
8
Electronic School Form
7 (eSF7)
USER
MANUAL
BUREAU OF HUMAN RESOURCE AND ORGANIZATIONAL

Outline
Downloading the Electronic SF7 (eSF7)

template
Unblocking the Macros
Accomplishing the electronic form
Generating the Summary
Other Special Features

Downloading the eSF7 template
Go to this link:
bit.ly/eSF7
Click the eSF7 Tool
folder
Download the eSF7
Tool
Once downloaded, right-click
rename the file using the following naming
to
Region_SDO_School Name_School Year
convention:
For SHS, use this naming convention:

Region_SDO_School Name_School Year_Semester
Example:
RVII_Mandaue_Pagsabungan ES_SY2023-2024
For SHS:
RVII_Mandaue_Pagsabungan NHS_SY2023-2024_1stSem
Unblocking the
Macros
Right-click the file and select PROPERTIES
Menu
Ensure to unblock the Macros:
In the GENERAL tab, tick UNBLOC box, and then click
the K OK
Note:
Depending on the user’s Excel
PROPERTIES’ setting, some might
not need to unblock Macros.
Accomplishing the electronic form
1. Select the USERFORM sheet and ENABLE
click after opening the file to EDITING
continue.
NOTE: Placing the cursor Cell will show
on
General Information A1 the
about the tool (Capacity, Special Features,
etc.)
2A. Input the School’s basic profile in
SCHOOL portio
the
located at the uppermost partINFO of the n
tool.consistency of the encoded School data to the reported
IMPORTANT: Ensure
data on Basic Education Information System (BEIS).
How to input Data

Elements:
School ID –
Input/encode
Region –
Dropdown list
Municipality –
Dropdown list
2B. Input the School’s basic profile in
SCHOOL portio
the
located at the uppermost partINFO of the n
tool.consistency of the encoded School data to the reported
IMPORTANT: Ensure
How to input Data

Elements:
Division –
Dropdown list
District –
Input/encode
Start of School Year

– input/encode
End of the SY
(automatic)
2C. Input the School’s basic profile in
SCHOOL portio
the
located at the uppermost partINFO
of the n
tool.
IMPORTANT: Ensure consistency of the encoded School data to the reported
How to input Data Elements:
School N am e – Dropdown list
No. of Enrollment –
Input/encode
No. of Instructional Rooms –

Input/encode
3. After completing the SCHOOL INFO part,
PROCEE to
click
D save.
NOTE:
All dat a fields must be filled

out before proceeding to the
next part.
4. OKto
Click continue.
5. Input the required information in
ADD portio
the
PERSONNEL n
IMPORTANT REMINDERS: IMPORTANT REMINDERS:
*TIN must be the first nine (9) digits only do not ***Name Extension must be consistent with the
include the last three zeros (000) personnel’s PSA record/birth certificate.
**If the TIN is not applicable/unavailable, follow (i.e. If Name Extension appears after the Last
this Name,
format: 6-digit school ID + 3-digit sequence put it after the Last Name)
ID Example: 120015001 (This portion is the
unique identifier of the personnel)
6. Click ADD button to
the PERSONNEL save.
7. To complete the information of the added personnel,
the Name of the personnel in SEARCH A
SELECT/TYPE portion.
the that, click SEARCH
PERSONNEL After
BUTTON.
NOTE: This prompt will appear after selecting the name of
the personnel. CLICK
OK
8. Accomplish
PERSONAL of the personnel by selecting
the
appropriate/applicable
INFO option
the in the dropdown
list.*For EMPLOYEE NO., Input/Encode the Employee No. of the personnel.
NOTE: In MAJOR/SPECIALIZATION select
the PORTION,
BACCALAUREATE of the the
DEGREE personnel.
NOTE:
If you select ‘OTHERS’, kindly specify

without abbreviating.
Example:
✓ Public Administration
✖ PA
9. For the BIRTHDATE, DATE OF FIRST DAY OF SERVICE,
and
DATE OF FIRST DAY OF SERVICE (NEW STATION): You may either use
ff: CLICK TO PICK A DATE
the(a) to select the date being asked;
OR
(b) Use button
DROPDOWN for the MONTH and DAY and ENCODE the
the LIST YEAR.
*DATE OF FIRST DAY OF SERVICE is the APPOINTMENT DATE

of
the personnel.
**If the personnel was never transferred, the
DATE OF FIRST DAY OF SERVICE, and DATE OF FIRST DAY OF
10. Input the PhilSys ID/National ID Number. Leave it blank if
unavailable.
11. Select Eligibility of the
the personnel.
12. After filling in the required fields in the PERSONAL INFO,
proceed to
the SUBJECT TAUGHT/ADVISORY/ANCILLARY [tasks]
portion
13. In CATEGORY column, select the appropriate school
the level.
14. Using the dropdown list, select Subject/Task assigned to
the personnel the
15. Also, select the “Lvl” (Grade Level) as s ign ed to the
personnel
16. Encode the assigned Section
(or Description/Name of Ancillary for assigned ancillary
task).
17. Select the applicable
days.
it using
18. Input the time schedule either by directly
the
encoding correct time format or using TIME
the FORM.
NOTE: When a teacher is assigned to teach a subject outside
his/her specialization, Click Yes if he/she has undergone related
training/s for the subject; and Click No if not.
19. Continue filling out Subject/Ancillary
Assignment
the Tasksteaching and
until all the assigned
ancillary
loads of the personnel are
encoded.
20. After encoding all teaching and ancillary tasks
assignedto the personnel, SAVE EDITED
CLICK button.
21. Complete the form by encoding the information
of ALL school personnel.
Repeat the steps from adding personnel, inputting

personal info, and encoding all Teaching and
Ancillary task assignments.
IMPORTANT
REMINDER
ALWAYS CLICK
SAVE EDITED BUTTON
NOTE:For -Teaching Personnel , just Administrative/Related Tasks
Non select
and encode his/her schedule.
*For Detailed Items , indicate the name of

School/Office in the Section/Description
the Column.
**For Non-Teaching Personnel providing shared

services , encode their information in the
MOTHER
NOTE: Choose TIC (Teacher-In-Charge) Designation if the School
Head does not hold a Principal item
Note the Plantilla Position of the TIC

(Teacher- In-Charge) in the Description
Portion
Generating the Summary
Go to the VIEW Sheet
SAMPLE
ONLY
Click the AUTO FORMAT button
and wait until completely
loaded
SAMPLE
ONLY
Sample generated SUMMARY
NOTE
The electronic tool
automatically
arranges the school
personnel from the
highest rank down to
the lowest.
Other Special Features
HIDE TEACHER
Select YES to ACTIVATE HIDE
THIS TEACHER feature.
Activating it hides the
information of the personnel.
Although details will remain in
the database, they will not be
reflected in the SUMMARY.
USE DELETE BUTTONS CAUTIOUSLY
DELETE ALL DATA

This button clears the
database (ALL information
encoded in the file).
DELETE CURRENT
PERSONNEL
This button will delete the
information of an individual
personnel. To use this button,
select the personnel whose
information needs to be
deleted and click Delete
Current Personnel button.
Maraming
For concerns/questions/feedback🤸:
Salamat!
bhrod.sed@deped.gov.ph |
8633-5397
Electronic
School Form 7
Frequently Asked
Questions FAQs
Will be made available to you via the Orientation Materials folder.
9
Q Who is responsible for accomplishing
the electronic SF7 (eSF7)?
A
The School Head is overall responsible.

Non-teaching personnel can help the school head in accomplishing
the form.
As presented during the online orientation on 4 and 6 October 2023. eSF7 FAQs 10
Q Do I need to use the Internet
while accomplishing the form?
A
No. The form can be accomplished offline.

You need an Internet connection only when downloading the file and
submitting the accomplished form to the SDO.
Q Does the tool require a specific version of the
MS Office package?
A
Yes. The compatibility requirement of the eSF7 is
MS Office 2016 or later versions.
Q Is it necessary to accomplish a separate SF7
for Integrated Schools?
A
The number of School Form 7 to be prepared is based on the number
of distinct School IDs under consideration.
 For Integrated Schools with the same School ID, accomplish one
(1) form.
 For schools with different school IDs, accomplish separate
forms.

Q Is it necessary to encode the
personnel according to position?
A
No. You may encode all personnel in any order.
Once you generate the summary in the View Form, the personnel
will be automatically arranged and listed according to position.
Q Can additional rows in the Task Assignment
column be added?
A
Currently, adding rows is not allowed.
The tool has 20 rows to capture teaching loads and ancillary tasks.

As an alternative, include the major ancillary tasks if there are really
many things to be inputted.
Q Why is an “INVALID TIME” prompt
appearing even if the encoded data does not
exceed the prescribed time allotments?
A
It is most likely an issue with the prescribed time format. Kindly
check the time entry. Use the prescribed time format as follows:
[00:00 AM/PM]

Q Why is an “INVALID TIME”
prompt appearing when encoding time
allotments?
A
Time allotment for each learning area is automatically validated as
prescribed by DO 31, s. 2012 and DO 31, s. 2013.

Ensure compliance with the prescribed above-mentioned DepEd
guidelines. The tool will not reflect the encoded time if it exceeds the
prescribed time allotment for a subject / learning area.
Q Why is the “INVALID TIME” prompt
appearing when encoding ancillary tasks?
A
Check the encoded time. Maximum time allotment for ancillary
tasks is 4 hours per week.
Q Is the preparation of lesson plans
and instructional materials included in
the teaching load?
A
Preparation of lesson plans and instructional materials is part of the
2-hour teaching-related tasks. Therefore, the mentioned tasks
shall not be counted as a teaching load.
Q Why is the dropdown list for Subjects /
Learning areas not appearing or
displaying inconsistently?
A
A missing or inconsistent dropdown list of Subjects or Learning Areas is mainly
an incompatibility issue. Ensure that you are using
MS Office 2016 or later versions. You may use your DepEd account with MS Office
365 credentials to update your MS Office.
Another possible reason for the non-appearing Subject dropdown list is an unfilled
Position/Designation of the personnel. It must be filled out first before answering the
teaching assignments portion.
Q What is the process of inputting specialized
subjects not included in the dropdown list?
A
Select Others in the dropdown list. After which, kindly encode the
specific subject (e.g., Robotics) in the Description Column.
Q Where is the Work Immersion
subject included?
A
Work Immersion is found in the dropdown list of the SHS-
specialized subjects.
Q Why are some encoded data missing
when generating the personnel summary in
the VIEW FORM?
A
Before generating the summary in the “VIEW FORM” sheet, kindly
ensure that all encoded data are saved first by clicking the “SAVE
EDITED” button.

You may also use the SEARCH BAR to check if Personal
Information was already saved.
REMINDERS AND
ANNOUNCEMENTS
23 OCTOBER 2023, MONDAY
Deadline for Submission of the eSF7
bit.ly/LeytePRS
Please upload your eSF7 here
72

ESF7 Orientation

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BACKGROUND

Old School Form 7 Electronic School Form 7 (eSF7)

Specialization Workload Ancillary​Tasks

All school personnel should be included in eSF7.

6 Integrated schools with the same School ID = only 1 eSF7

Non-teaching personnel providing shared services = mother school only

8 Automatically formatted in a Legal or Folio size bond paper

BUREAU OF HUMAN RESOURCE AND ORGANIZATIONAL

Downloading the Electronic SF7 (eSF7)

Unblocking the Macros

Accomplishing the electronic form

Generating the Summary

Other Special Features

For SHS, use this naming convention:

How to input Data

How to input Data

Start of School Year

How to input Data Elements:

School N am e – Dropdown list

No. of Instructional Rooms –

All dat a fields must be filled

IMPORTANT REMINDERS: IMPORTANT REMINDERS:

If you select ‘OTHERS’, kindly specify

*DATE OF FIRST DAY OF SERVICE is the APPOINTMENT DATE

Repeat the steps from adding personnel, inputting

*For Detailed Items , indicate the name of

**For Non-Teaching Personnel providing shared

Note the Plantilla Position of the TIC

DELETE ALL DATA

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Specialization Workload AncillaryTasks