Learner Information System

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Learner Information System

• Module for Division Planning Officers

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Learner Reference Number (LRN)

• The LRN is a unique and permanent 12-digit number
  assigned to a person who enters the Philippines
  basic education program
• The LRN is intended to reference a Registry of
  Learners which serves as a centralized and
  authoritative database of learners basic
  information.
• The LRN offers access to learner profiles in the
  registry and even performance data as he or she
  completes the program, whether it be in the
  formal or non-formal mode of learning
• An LRN is issued to a learner when he or she
  registers in the basic education program either
  at the start of the program (i.e., kindergarten
  level) or when the learner transfers from a
  school and has not yet been issued an LRN

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Learner Information System (LIS)

• A system for maintaining the registry of learners
  aimed at meeting the following objectives
• Provide a standardized registration system for
  learners
• Track learner progress/performance
• Provide learner information for better program
  planning and supervision of schools and learning
  centers
• Enhance management of learner records

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LIS Phases of Implementation
Phases Schedule Target Outputs
Pre-Implementation Phase LRN Buildup Aug 2011 Jul 2012 Masterlist of Learners in Public Schools ALS for SY/CY 2011 Initial Registry of Learners with LRNs
Phase 1 LIS Deployment Establishment of Learner Registry Aug 2012 Jan 2013 LIS deployed in schools and CLCs Registry of Learners with LRN in Public Schools CLCs for CY/SY 2012-2013 Centralized Registry of Learners
Phase 2 Mainstreaming LIS and Implementation in Private Schools Feb 2013 Mar 2014 LIS Enrollment Module operational in schools and CLCs during enrolment period Registry of Private School Learners with LRN LIS Module for Private Schools deployed EBEIS Integration
Phase 3 Expanded Learner Profile Apr 2013 Health Nutrition Profile Academic Profile for CY 2013
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Pre-Implementation Phase (Aug 2011 Jul 2012)

• DO No. 67, s.2011 Submission of masterlist of
  learners enrolled in public elementary and
  secondary schools as well as ALS programs for
  CY/SY 2011-2012
• DO No. 22, s. 2012 Adoption of the Unique
  Learner Reference Number
• Centralized generation of LRNs
• Dissemination of Masterlist of Learners with
  corresponding LRNs to schools and CLCs
• Incorporation of LRNs in all records which refer
  to the learner (eg. permanent record, report
  card, ALS certificate, diploma, NAT results, etc.)

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Phase 1 LIS Deployment and Establishment of
Learner Registry

• Phase 1 Objectives
• Issue LRN to all public school learners new
  entrants, previous SY enrollees with no LRN,
  Balik-Aral/Balik-Paaralan and transferees from
  private schools
• Register CY/SY 2012 learners in the school or
  learning center
• Update or correct personal background and CCT
  information of learners enrolled in SY 2011 and
  SY 2012
• Cleanup invalid learner records such as duplicate
  LRNs found within a school or learning center
• Automate printing of names and LRNs of learners
  in templates for Form 1

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Phase 1 Objectives Deploying and Stabilizing the
LIS

• Facilitate the incorporation of the LRN in all
  records which refer to the learner
• Generate summary reports which includes the age
  profile and total enrollment

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Roles and Responsibilities
Regional Director Ensure the overall compliance of the Region in the implementation of the LIS Report the status of implementation of the LIS in the National Mancom
Regional Planning Officer Ensure that all divisions submit their data for formal schools on time Provide assistance to the divisions as needed Monitor and evaluate implementation of the LIS for formal schools
Regional ALS Supervisor Ensure that all divisions submit their data for ALS on time Provide assistance to the divisions as needed Monitor and evaluate implementation of the LIS for ALS
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Roles and Responsibilities
Schools Division Superin-tendent Ensure the overall compliance of the division in the implementation of the LIS Approve the deactivation of LRNs as requested by the school or ALS facilitator Report the status of implementation of the LIS to the RD in the Regional Mancom
Division ICT Coord. Assist the Planning Officer and ALS Supervisor in ensuring that schools and ALS facilitators have access to internet and computer facilities Provide technical support in the implementation of the LIS Provide technical support in managing the user accounts of schools and learning facilitators
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Roles and Responsibilities
Division Planning Officer Train/mentor the schools in the use of the online/offline LIS Manage the user accounts of schools Ensure that all schools comply with the implementation requirements of the LIS Deactivate LRNs as requested by schools and approved by SDS Identify schools which will operate in online and offline mode Conduct random school visits to check on the accuracy of learner data
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Roles and Responsibilities
Division ALS Supervisor Train/mentor the ALS facilitators in the use of the LIS Ensure that all ALS facilitators have user accounts Ensure that all ALS facilitators comply with the implementation requirements of the LIS Deactivate LRNs as requested by ALS facilitators and approved by SDS Conduct random visits to check on the accuracy of ALS learner data Issue LRN for learners enrolled in ALS programs managed by non-DepEd entities
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Roles and Responsibilities
School Head Manage the implementation of the LIS in their respective schools Issue an LRN to learners with no LRN and enroll them in appropriate grade level and section in current SY Enroll transferees to the appropriate grade level and section in current SY Enroll previous SY enrollees to appropriate grade level and section in current SY Update or correct enrollment data, personal background and CCT information of learners Ensure accuracy of learner data and integrity of the LRN
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Roles and Responsibilities
School Head Request DO for the deactivation of multiple LRNs referring to one learner and learners who do not actually exist in the school Ensure compliance of DepEd Order 22, s. 2012 requiring the inclusion of the LRN in all forms which refer to a learner Manage the user accounts of class advisers if school opts to divide encoding by section
Class Adviser Enroll appropriate SY 2011 enrollees to section handled Update or correct personal background and CCT information of learners
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Roles and Responsibilities
ALS Facilitator Issue an LRN to learners with no LRN Enroll SY 2012 learners to appropriate ALS program Update or correct personal background of learners Request DO for the deactivation of multiple LRNs referring to one learner and learners who not actually exist Ensure accuracy of learner data and integrity of the LRN Ensure compliance of DepEd Order 22, s. 2012 requiring the inclusion of the LRN in all forms which refer to a learner
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Persons Authorized to Issue the LRN

• Public/Private School - School Registrar or a
  designated personnel responsible for maintaining
  the registry of learners
• Community Learning Center - Learning Facilitator
  responsible for managing the CLCs registry of
  learners
• ALS service providers - issuance of LRN shall be
  the responsibility of the Division ALS Coordinator

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Division Planning Roles and Responsibilities
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LIS Website

• Official website http//lis.deped.gov.ph
• Official practice websitehttp//lispractice.depe
  d.gov.ph

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Manage the user accounts of schools

• Guidelines
• The Division Planning Officer (DPO) can create
  user accounts for the following user types

Div Formal Dist Sch Sec tion
Create LRN L L
Edit/Enroll learners L L L
Search learner F F
Deactivate LRN F
View transaction log F
User management L L
Generate summary reports F F F F
Generate Masterlist L L L
F-Full Access, L-Limited to area concerned
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Manage the user accounts of schools

• DPO logs in LIS Main Page

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Manage the user accounts of schools

• System displays welcome page for DPO account

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Manage the user accounts of schools

• DPO clicks on the User facility in the Main Menu
• System displays the Search User Screen
• DPO clicks on Add New User facility to access the
  Add User Screen

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Manage the user accounts of schools

• DPO enters User Name, Password, Description and
  sets the Access level to appropriate level
  (division, school district, elementary/secondary
  school or section)
• DPO selects appropriate school then clicks the
  Add button

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Manage the user accounts of schools

• System creates the user account

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Manage the user accounts of schools

• If the DPO wants to edit an existing account such
  as change the password, DPO shall enter the
  account name/description in the Search User box
  then click the Search button
• System displays all users matching the search
  criteria
• DPO clicks on the letter E beside the user name

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Manage the user accounts of schools

• System displays Edit User Screen
• DPO makes the appropriate changes then clicks on
  Edit
• System updates the database

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Manage the user accounts of schools

• If the DPO wants to delete an existing account,
  DPO shall click the letter D beside the user name
  to access the Delete User Screen

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Manage the user accounts of schools

• DPO clicks on the Delete button to confirm
  deletion of the user account.
• System delete user account

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Deactivating an LRN

• Guidelines
• LRN deactivation is triggered by a written
  request from the school head.
• DPO reviews request and makes recommendation to
  the SDS.
• DPO shall deactivate an LRN upon receiving
  approval from SDS
• The written request to deactivate an LRN shall
  follow the format found in Enclosure 2 of DepEd
  Order 22, s. 2012
• An LRN may only be deactivated if a learner was
  assigned more than one LRN or if a learner does
  not actually exist in the said school
• The LRN of learners who have dropped out, died or
  transferred out SHOULD NOT be deactivated

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Deactivating an LRN
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Deactivating an LRN

• DPO clicks on the Deactivate LRN facility in the
  Main Menu to access the Deactivate LRN Select
  Division Screen
• DPO clicks on Next to access the Deactivate LRN
  Search Screen

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Deactivating an LRN

• DPO enters the LRN to be deactivated
• System displays the appropriate learner
• DPO clicks on the letter D beside the name to
  access the Deactivate LRN Screen

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Deactivating an LRN

• DPO makes sure that the name of the learner
  matches with the LRN being requested for
  deactivation
• DPO enters the reason for deactivation and clicks
  Submit
• System deactivates the LRN

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View Transaction Log

• Guidelines
• The Transaction Log is a security feature which
  records all transactions to revise the
  information of an learner as well as the user who
  made the changes

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Viewing the Transaction Log

• DPO clicks on the Transaction Log facility in the
  Main Menu to access the View Transaction Log
  Screen

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Viewing the Transaction Log

• DPO enters the LRN and clicks on Search
• System displays the transaction log of the
  searched LRN

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Items for Development prior to Level 3 Training
of Schools and ALS Facilitators

• Data entry for name of teacher handling a section
  as well as learner height and weight
• Report generation of templates for school/ALS
  forms (eg. Form 1, 3, 137, others)
• Report generation for the Nutritional Status
  Report
• Offline LIS for schools that are unable to access
  the internet

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Thank you