DepEd Computerization Program Orientation Handbook

Information and Communications Technology Service (TCTS) EditionLIST OF ABBREVIATIONSAbbreviations and Acronyms used in this handbook:AMDAsset Management DivisionAREAcknowledgement Receipt of EquipmentASPAccredited Service PartnercoCentral OfficeCOACommission on AuditDCPDepEd Computerization ProgramDepEdDepartment of EducationDRDelivery Receipte-ClassroomElectronic ClassroomFSRField Service ReportG3Grade 3G4Grade 4Host PCHost Personal ComputerIARInspection and Acceptance ReportICTSInformation and Communications Technology ServiceIDIDentificationITInformation TechnologyITOInformation Technology OfficerIRPInvoice Receipt of PropertyJHSJunior High SchoolJEVJournal Entry VoucherKKindergartenLEDLight Emitting DiodePARProperty Acknowledgement ReceiptP.D.Presidential DecreePTRProperty Transfer ReportSDSSchools Division SuperintendentSHSSenior High SchoolSMSShort Messaging ServiceTablet PCTablet Personal ComputerUPSUninterruptible Power SupplyWi-FiWireless FidelityDepEd Computerization Program (DCP) Orientation Handbook

t:::iDCP DELIVERY AT THE RECIPIENT SCHOOL OepEd CO-ICTSSupplier/Forwarder/ASP?'. ,·!:.? f- RegiOOio!ViSiOri up- :r:- I -§::Principal/School Headw.1 ,-,1 Reproduce docs fordlstribullon to Realonol/DM lon Supply & ITOfflmn 111d S hoolsSTART r · Supply & ·1r ·ott,ce;s·· i .);(Before deployment, provide:: Supplier with· Illi:l BCoordinate delivery ld edulos w/the lollowlnc pc,rsonn :· Aepon/Dlvlslan Supply & ITlnrorm schoolI0npc,r onnel that ftffd"' ho be prHOnt during"'Otht dtlivtry ol thtDCPp1ck1,eOllktrs School HHd/Prlndpal0t'f'lq"'O 0 :s:t'f'l§'s::i-.PrOCHdwlthdollwry to roclplent I'11 :iIschool RO!DOITOs.recommend possibletemporary 5thool forIssue certificationatte-stlng to the unsafecondition of thestoragelnform!:i Ule Supphtr oftM tdent1f1ed ando.llvorDCPpockap,to recommendedlurnl '1ed OopEd CO-ICTSand RO/DO Supply & ITttmporary schoolOfficer recipient school - copy,ccommendcdSchool Property Cullodllnac nowltclgu rtet,pl of OCPp e .agt for tempo,ary loragt ,ed on quantity per ,1,m. thtissuad -N.1tY41r hem theSupplit /ForNardtrlASP andSchool Head oft.,. roc1p1tntIssue Walvor of Non-Uablllty tothe ldentlfled/rtcommendedtomponryschoolofM:hool"' 0n.,Cl'. ;:;·I: ::i:::z.,,".,:z .,;i r,;:,,,g" .PrOV1de MCUrt ,oomr,for lhe 1emporarySlorage of the OCPpaeka 2;l"' '"Cl 0:::·n. 1 i'Jl43G,1f0I: :z ., enc for ny Ion or damqod Itemsco111od by natur I talamltln ortheft:iQ:!:!I::z certification from tht Princ1pit1Tomporary School forStorage!' f·:zt'f'ltlltll '!1In coordin t.Jon wilh;,;-w"'O"§:J- 0n:i z.,;iHOTE: tt is a must that the Supplier assigns at least one (1) por 011nel to secure the OCP pael age In the temporary school for 24 hours or until such time the unsafe conditions" has bten lifted and the recipient school is roady for the dellvtry. l't. ; 1).I,.e·:z

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Information and Communications Technology Service (TCTS) EditionDCP DEPLOYMENT PROCESSA.1.0Delivery of the DCP packages to recipient schoolsPOLICIES1.DepEd-lCTS shall provide the following documents (softcopy/hardcopy) to the Supplierbefore deployment of DCP packages.2.a.DepEd Computerization Program (DCP) Orientation Handbookb.Inspection and Acceptance Report (IAR)c.Property Transfer Report (PTR)d.Training ChecklistSaid documents will be reproduced by the Supplier/ASP and distributed among the DepEdRegion/Division Supply & IT Officers and the recipient schools in preparation for the deliveryof the DCP packages.3.Supplier/ASP shall coordinate with the following personnel prior to the delivery of the DCPpackages for delivery schedules and needed preparations.a.Region/Division Supply & IT Officersb.School Head/Principalc.School Property Custodian and ICT Coordinator4.Acceptance of deliveries shall only be done during school days (holidays not included) from8 AM to S PM, unless ICTS issues an advisory on a different schedule.5.Deliveries shall be made to the address of the recipient school specified in the listingprovided by DepEd-lCTS. In case the recipient school is not ready, theSupplier/ASP/Forwarder shall report directly to ICTS for the next official instruction/s.6.At the recipient school, the DCP package can only be unloaded when authorized SchoolPersonnel (i.e. School Property Custodian and School Inspectorate Team) are present.Initial opening of individual boxes/containers will only be done and facilitated by theSupplier/ASP/ Forwarder.7.If the School Property Custodian is not present nor available during the arrival of the DCPpackage at the school, the School Head/Principal should appoint an alternate SchoolProperty Custodian that will handle the delivery for this project.8.The School Property Custodian (or designated alternate) shall perform an initial checking ofthe delivered DCP package as to physical conditions of the boxes, quantity and if inaccordance to the items specified in the Inspection and Acceptance Report (IAR) [seeAppendix 11.9.In case the Supplier/ASP/Forwarder or School Property Custodian notices that some itemsare missing or damaged, Supplier/ASP should replace the missing/damaged items or opt torestrict further opening of the boxes pending an investigation of the incident for theprotection of the Supplier/ASP and the recipient.t. r:,.fi'-NG-"1-4- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -(!)---, DepEd Compute,.ization Program (DCP) Orientation HandbookPage r !, e.,

Information and Communications Technology Service (TCTS) Edition10. Deliveries should be rejected if found to be NOT in accordance with conditions stated in theIAR.11.Once the initial inspection is found to be in order, the Supplier/Forwarder shall unload theDCP package from the delivery vehicle and place it inside a secure designated area which waspreviously determined by the School Personnel.12. After unloading the DCP package, the Supplier/Forwarder issues a Forwarding Bill [seeAppendix 21 and/or Delivery Receipt [see Appendix 31 in three (3) copies.13. The Property Custodian signs the Forwarding Bill and/or Delivery Receipt and indicates anyinitial observation on the package/s at the time of delivery (e.g. complete and in order,complete but with damages ., etc.)14. In case delivery to the recipient school cannot be performed by the Supplier/Forwarder dueto "unsafe conditions" (i.e. armed conflict, calamities, etc.), the DCP package must betemporarily delivered to a nearby public school (but only for safekeeping).15. It is a must that the Supplier assigns at least one (1) security personnel to secure the DCPpackage in the identified/recommended temporary school for storage during unsafeconditions for 24 hours or until such time the "unsafe conditions" has been lifted and therecipient school is ready to accept the delivery.16. The Supplier, Recipient School, Region and Division ITOs are instructed to regularly updatethe progress of implementation through the DepEd Ticketing System [see Appendix 41 viaShort Message Service (SMS/text message) or other means possible (if the DepEd TicketingSystem is not available due to uncontrollable conditions).1PROCEDURESSTEP 1DEPED-ICTS1.Conduct pre-implementation meeting with the Supplier, Asset Management Division andAccounting Division.2.Informs Region and Division Supply & IT Officers on the status of the forthcoming deliveryof DCP packages in all recipient schools;3.Meets and reminds the Supplier when and where the deliveries can be made and toconfirm address of the recipient schools.4.Provides the Supplier with the following documents for reproduction:STEP 21.a.DCP Handbookb.Training Checklistc.IAR with Technical Specificationsd.PTRSUPPLIERReproduce documents for distribution to Region/Division Supply & IT Officers andschools.t. (: f,',NG.o\t-4- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -(!)- -DepEd Computerization Program (DCP) Orientation HandbookPagefl DeYJ EI-".,,;; ,C,

Tnformation and Communications Technology Se,-vice (TCTS) Edition2.Coordinate delivery schedules and confirm addresses with the following personnel:STEP31.a.Region/Division Supply & IT Officersb.School Head/PrincipalDEPED CO - ASSET MANAGEMENT DIVISION (AMO)After the pre-implementation meeting, AMO will inform the Regional and DivisionSupply Officers of the schedule delivery and provide copies of contracts, technicalspecifications and delivery schedules for their information and monitoring.2. Inform the recipient schools of the forthcoming deliveries.STEP4REGION/DIVISION SUPPLY & IT OFFICERS1. Ensure that delivery schedules are clear and followed by the Supplier/ASP/Forwarderand recipient schools.2.Provided copies of the IAR, PTR, Training Checklist and DCP Orientation Handbook forreference.STEP 5SCHOOL HEAD/PRINCIPAL1. Ensure readiness of the school's facilities to accommodate the delivery of the DCPpackage.2.Inform school personnel that need to be present during the delivery of the DCP package(i.e. School Property Custodian or designated alternate, School Inspectorate Team,School lCT Coordinator, etc.).3.Is it currently safe to deliver the DCP package to the recipient school?4.If Yes, go to STEP 10.5.If No, issue a certification attesting to the unsafe conditions of the recipient school tothe Supplier/ASP/Forwarder - copy furnished DepEd-lCTS & RO/DO and proceed to STEP6.STEP 6DEPED-ICTS1. In coordination with RO/DO ITOs, recommend possible temporary school for storage.2.Informs the Supplier of the identified and recommended Temporary School for Storage.STEP 7SUPPLIER/ASP/FORWARDERl.Deliver DCP package to the recommended/identified temporary school.2.Issue a Waiver of Non-Liability to the identified/recommended temporary school ofstorage for any loss or damaged items caused by natural calamities or theft.DepEd Compute,-ization P,-ogram (DCP) Orientation Handbook

Tnforniation and Communications Techno/tJgy Service (TCTS) EditionSTEPSTEMPORARY SCHOOL FOR STORAGE/SCHOOL PROPERTY CUSTODIAN1.School Property Custodian acknowledges receipt of DCP package for temporary storagebased on quantity per item, the issued waiver from the Supplier/ASP/Forwarder andcertification from the SCHOOL HEAD/PRINCIPAL of the recipient school.2.Provide secure room for the temporary storage of the DCP package .STEP 9SUPPLIER/ASP/FORWARDER1. Assigns at least one (1) personnel to secure the DCP package in the temporary school for24 hours or until such time the "unsafe conditions" has been lifted and the recipientschool is ready for the delivery.2.Go back to Step 5.STEP 10REGION/DIVISION IT OFFICERS1. Notify Supplier/ASP/Forwarder that it's safe to deliver the DCP package to intendedschool.STEP 11SUPPLIER/ASP/FORWARDER1.Proceed with delivery to recipient school. (in case DCP package is currently at arecommended/identified school for temporary storage, obtain DCP package first fromsaid school).2.Requests the presence of School personnel and/or School Property Custodian uponunloading and/or opening of the DCP package.STEP 12SCHOOL PROPERTY CUSTODIAN/DESIGNATED ALTERNATE1.Accepts DCP package delivery as to quantity and physical conditions (quality).2.Secure a copy of the DR, IAR, PTR, Training Checklist and DCP Orientation Handbook fromthe Supplier/ASP or Division Supply/IT Officers.3.Note down findings and observations with regard to the DCP package.4.Take photos/video footages of the DCP packages and documents upon arrival up toacceptance for future reference.5.Forward Delivery Receipt to the School Inspectorate Team for Inspection phase.J RESPONSIBILITIESr. DEPED-ICTS1.Responsible for updating (Region/Division Supply & IT Officers) with regard to theschedules of delivery of DCP packages through memoranda/advisories.2.fromtheandcome. r;,fi'NG l-1EnsureregularupdatesSupplierupwithsolutionsfor challengesDepEd Compute, alion bog,a,n (DCP) Orientation HandbookP,g,(oP.!,

Information and Communications Technolvgy Service (TCTS) Editionencountered.3.Ensure that delivery procedures will be followed in partnership with Supplier.4.Ensure delivery of DCP packages to all recipient schools in partnership with Supplier.5.Monitor DCP Ticketing System updates.SUPPLIER/ASP/FORWARDER1.Ensure that CO, Region/Division Supply & IT Officers have been not fied of the deliveryschedules and other requirements.2.Responsible for reporting and assisting in the resolution of delivery issues.3.Ensure that the Delivery Receipt (DR) together with the attached list of items be given tothe School Property Custodian.REGION/DIVISION SUPPLY & IT OFFICERS1.Ensure that recipient schools are aware of delivery schedules and procedures.2.Ensure to assist the recipient schools on delivery concerns.3.Update and monitor DCP Ticketing System on implementation updates.SCHOOL HEAD/PRINCIPAL1.Ensure readiness of the school to accept the DCP package.2.Responsible for ensuring the safety of the delivery of the DCP package to the recipientschool.SCHOOL PROPERTY CUSTODIAN/DESIGNATED ALTERNATE1.Responsible for documenting (supported with photos/ video footage) the delivery.2.Ensure that the initial inspection is in accordance with the policies and procedures setforth in this Handbook.3.Secure a copy Delivery Receipt (DR) from the Supplier/ASP/Forwarderc, fi',NG 1,-41Pa g -; D e,ED e p E d C o m p u re r k ati o n P-ro g ro 1 n -c- - -O-r re n ro u ·o n R a n d b oo k'"". .

Tnformation and Communications Technology Service (TCTS) EditionA.2.0Inspection of DCP packages at the Recipient SchoolsPOLICIES1.Inspection of items can only be done in the presence of the School Inspectorate Team,School Officials/personnel and the Supplier/ASP prior to the unpacking of the items.2.Actual inspection of the item/s shall be done by the School Inspectorate Team and shouldbe according to the technical specifications and functionalities being required.3.The School lCT Coordinator should be part of the School Inspectorate Team.4.Inspection shall be done according to approved policies and procedures.5.Before the actual inspection, the Supplier/ASP shall turnover the Inspection and AcceptanceReport (JAR) to the School Inspectorate Team.6.The School Inspectorate Team shall accomplish the IAR in three (3)

Tnformation and Con1nmnications Technology Service (TCTS) Edition DEPED COMPUTERIZATION PROGRAM (DCP) Background: In 1996, DepEd embarked on a 10-Year Modernization Program (1996-2005).