Absence of central registry of personnel and

standards for storing personnel data

Manual and tedious

Updating of PSI-POP is driven by DBM system

and schedule
DBM data on personnel requirement for DepEd
doesnt reconcile
Filled / Unfilled position

Timeliness of data for decision making

Data inaccuracy

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Establish a central database of personnel to

support the following:
Implementation of RatPlan
Implementation of PBB
Effective tracking / monitoring of Personnel
Deployment
Policy formulation and other decisions related to
human resource management
Prepare for integration with NPS and other related
govt systems

3-Phased development approach

Phase I Data collection and build-up of Personnel
Database (September-December 2013)
Use data already encoded in existing HR files
Personnel data shall be collected by IUs through a
standard electronic template
Online validation of PDS shall be done by individual
employees
Phase 2 Implement an online PDS (December 2013)
Phase 3 Integration to DBMs GMIS (Jan March 2014)

Access to updated and accurate human

resources data to support personnel
deployment and other decision-making
activities
Streamline processes for collecting and
reporting personnel data within DepEd systems
and to other agencies (e.g. DBM, GSIS, CSC,
Regional Payroll System, etc.)
Enhanced tracking of personnel movements
Timely delivery of benefits

Nationally funded teaching and non-teaching as

of June 30, 2013 PSI-POP
Including nationally-funded contractual and
casual employees attested by the Civil Service
Commission
Including locally funded teaching personnel
Excluding data on non-teaching locally-funded
personnel

Regional Director
Support and mobilize necessary resources through
the regional HRMO/HRMO Designate to implement
the data-gathering plan.
Secure Schools Division commitment to support
the Division HRMO in the implementation of the
divisions data-gathering plan.

Schools Division Superintendent

Support and mobilize necessary resources through
the division HRMO to implement the datagathering plan in the division office and schools.
Endorse the divisions data submission to the
central office.

Division HRMO/HRMO Designate

Plan and coordinate the data-gathering of
personnel information of employees of the division
office and schools to ensure that guidelines for
data collection, review and submission are
satisfactorily met.
Provide technical assistance to and monitor
compliance of schools to the data-gathering
guidelines.
Review school submissions to ensure completeness
and consolidate data submissions
Submit complete data gathered from the division
and schools to the central office

September - October

November - December

Other HR
Systems
Step 1b

Step 1a
Collect and
Encode PDS
data

Update and
extract PDS
data

Electronic
PDS
(Excel)
Step 2

Review,
consolidate &
submit to CO

Step 3
CO to upload
data and match
with PSI-POP

Step 4
Individual
Employee to
validate PDS

Personnel
Database

Next

Personnel information shall be based on an

updated Personnel Data Sheet as of
June 30, 2013.
Data shall be encoded in an Excel template with
filename Personnel@{office_name}.xls.
For example:
for Kabasalan District, the filename of the
electronic template is Personnel@KabasalanDistrict.xls
for Kabasalan Central ES, the filename is
Personnel@KabasalanDistrict_KabasalanCES.xls

ALS mobile teachers, DALSCs and regular teaching

personnel assigned as MTs or DALSCs shall be
collected and encoded at the division level by the
Division HRMO
Locally funded teaching personnel shall be encoded at
school level.

Summary of personnel inventory

a) Total no. of authorized positions = number of plantilla items
per PSI-POP of August 31, 2013.
b) Total no. of filled-up positions = total number of plantilla
positions that have been filled-up whether these personnel
are currently working in the office or school or reassigned
to another office or school
c) Total no. of personnel reassigned to = total number of
personnel that were reassigned (detailed) to another
station and whose plantilla items still remain with the
office/school
d) Total no. of personnel reassigned from other
offices/schools = total no. of personnel who are currently
working in the office/school and is borrowed from another
office/school.

Summary of personnel inventory

e) Total no. of locally-funded teaching personnel = number
of teaching personnel funded under the
municipal/provincial LGU or PTCA
f) Total no. of contractual employees = number of
nationally-funded personnel working in
office/school with contractual status accredited
by the CSC
f) Total no. of casual employees = number of nationallyfunded personnel working in office/school with
casual status accredited by the CSC
BACK TO
WORKFLOW

HRMO/HRMO Designate shall review encoded data to

ensure that critical data requirements are properly
complied with before the file is consolidated and
submitted
The following data must be non-blank:
Employee name
Date of Birth
TIN
Data encoded in the Summary of Personnel Inventory
must reconcile with the personnel data encoded.

Date of
Level
Description
Submission
Level 1 Non-teaching personnel at CO, RO and September 30,
DO (inclusive of SDS, ASDS, EPS and PSDS
2013
positions)
Level 2 Non-teaching, teaching-related (inclusive October 15,
of school heads) and teaching personnel
2013
of all public secondary schools
Locally funded teaching personnel
Teaching and teaching-related personnel October 31,
(inclusive of school heads) of all public
2013
elementary schools
Locally funded teaching personnel

DepEd Official Employee Email Address

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Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr
DBMGMIS

Data Build-up (Personnel &

PSI-POP)
Implement
PDS & PSIPOP Modules

Personnel
Database
Integration with DBMGMIS

PSI-POP
DB

Assessment
& Continuing
Implementat
ion

Personnel
Tracking
System