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DCP Process and

Updates
December 9, 2015
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DCP Process Overview


Planning

PreDeployment

Warehous
e
Inspection

After Sales

Deployment

School
Inspectio
n

Monitoring

Utilization

PLANNING
Development of initial proposal to be reviewed by
ICTS
Review of existing packages, presentation of
suggested packages;
Review of previous recipients, presentation of
suggested criteria / number of recipients;
Obtain actual data from the EBEIS to have the
number of schools, population, electricity status

New DCP package options were devised to be


more responsive to learners needs and K to 12
curriculum

DCP for Unenergized


Schools

Provide access to a low-maintenance,


easy to manage ICT package

School recipients for FY 2015 based on the


following criteria:
Replacement of packages in schools that
received on or before 2011
Augmentation for large enrolments in ES
and some JHS
New packages for:
Kinder to Grade 3
2014 newly opened schools
Unenergized schools

Pre-Deployment Stage
1. Division IT Officers conducts an orientation of
recipient schools and makes an assessment of readiness
in the counterpart requirements; assess school
readiness based on the availability of the the following
requisites:
Multi-media Classroom
computer tables in sufficient number
Windows and Doors with grills
Proper electrical wirings and outlets
adequate security mechanisms
Inspectorate team (D.O No. 5 s. 2010)
Mono chairs (50 for Secondary/ 40 for Elementary
Schools)
At least 2 units of stand fan
Sufficient electrical lighting

DCP Pre-Deployment
2. School Readiness assessment shall be recorded using this form:

Pre-Deployment Stage
1. Principal/School Finds funds/resources to fulfill the counterpart requirements as
Head
listed in School Readiness Checklist.
2.
Division
Officer

3.
Regional
Officer

4. DCP/ICTS

Informs Division ITO of school readiness


IT Assesses the recipient schools based on the list from the
DepED Memo; fills out and signs the School Readiness
Checklist;
Forwards the accomplished checklist to Regional IT Officer
copy furnished DCP/ICTS;
IT Reviews the list of schools as to the completeness of the
assessed schools as against the list as per DepEd Memo on
DCP recipient schools;
Forwards to DCP/ICTS the complete list of schools assessed;
Gives advance info to regional ITOs on the proposed recipient
list. As soon as a notice to proceed has been received by the
winning bidder, a DepEd memo on the DCP batch is issued and
is published in the DepEd Website;
Conducts meeting with the supplier and the Inspection Group
to agree on the following:
Inspection strategies and schedule
Deployment strategies and timelines

DCP Pre-Deployment
Inspection (Warehouse)
Pre-delivery inspections are conducted to inspect the quantity and quality
(functionality) of furniture/equipment in accordance with the technical
specifications and the conditions stipulated in the contract.
Inspections are conducted at DepEd's discretion but must be agreed with the
supplier with at least one day's notice by the end-user to the supplier.
The sampling selection of items to be inspected can be at random
Depending on the size/importance of the contract, the inspection process may
include several inspection sessions including presence at the final stage when the
furniture/equipment is prepared/ready for delivery to respective localities.

Inspection Team
For any given inspection, the team should be composed of at least three (3) members:

Office

Designation

Responsibilities

ICTS (DCP)

Team Leader

Lead the conduct of inspection.

Asset Management Division

Member

Assign
members
to
the
inspectorate team.
Assigned members take part in
inspections

Accounting Division

Member

Assign members to
the
inspectorate team
Assigned members take part in
inspections

Representatives from other DepEd Member


offices
(as assigned by the
Property
Division
should
no
employee from the Property
Division be available at the
date/time of inspection)

Conduct the inspection

DCP Deployment Stage

The supplier shall deliver and install the DCP


computer packages in all recipient schools and
train school representatives within the prescribed
timeline;

Deployment shall be done during school/business


days only;
Replacement of Recipient School/s shall have the
following requisites:

School Principal shall issue a letter that the school is not


ready to be recipient;
Division ITO to recommend to SDS replacement school for
approval;
ICTS informs the Supplier regarding the replacement
school .

Responsibilities
Principal/School Head

Division IT Officer
Regional IT Officer
DCP/ICTS

Supplier

Prepare a school memo designating


school personnel who are authorized to
inspect and receive DCP package. Copy
furnish Division ITO;
Informs the personnel in-charge to
receive the package on the schedule of
delivery;
Informs recipient schools on the schedule
of delivery of the DCP package;
Forwards the schedule of delivery to all
Division ITO
Informs Regional ITO on the schedule of
delivery in all recipient schools in all the
divisions of the concerned regions;
Coordinates with the Division ITO and
informs the schedule of delivery in the
recipient schools;
Communicate with recipient schools to

Responsibilities
Phase

Supplier
Requirements

School Requirements

Delivery

Thru partner
forwarder, deliver ICT
equipment (in boxes)

Check thoroughly the package before


receiving; The head of the office/school will
appoint members of an Inspection
Committee. This committee will be
comprised of a team leader, a technical
expert with technical knowledge relevant
to the goods delivered, and a provisional
member which my come from the ParentTeacher Association (PTA) or from a
nongovernmental organization (NGO).

Installation

Determines that all


items are complete,
proceeds to begin
setup, installation and
configuration on each
assigned e-classroom.
After installation, the
ASP tests the
equipment to ensure
all are working and
compliant with the

The school must already be prepared with


the complete counterpart requirements as
prescribed by DepEd Central Office
The school must follow the prescribed eClassroom layout (Please see Figures 3 and
4).
Check that the ICT equipment is working
properly

Sample Delivery Receipt

DCP Deployment Stage


Phase
Training

Supplier
Responsibilities
Provide the
required training
based on the Terms
of Reference (ToR)
Training on various
topics is centered
on the operation
and maintenance
of the computer
equipment.

School Responsibilities
School should have 3-10 of its
personnel/representatives participate in the
Training Course provided by the Suppliers
service partner. The participants should see to
it that the topics and the prescribed training
duration in the ToR is followed.
The school personnel/representatives sign the
attendance sheet that forms part of the Training
Checklist (Figure 5). As proof of attendance,
attendees are advised to prepare beforehand a
copy of their front and back photocopy of
School ID/DepEd ID.

After the completion of the training, the school


Principal/authorized representative signs the
training checklist.

The suppliers service partner should provide


the materials such as handouts, videos,
presentations that were used during the
training.

Inspection at Delivery Site

Conducted by the School Inspection Committee (SIC)

At least two (2) school personnel need to be present to conduct the inspection.

The inspection procedures may be guided by special instructions/guidance


resulting from the pre-delivery inspection conducted by the central office
inspectorate teams (when applicable).

Items not in accordance with the technical specifications or which include


defects and broken parts can be rejected and returned to the supplier for
replacement/rectification.

At least 2 members of SIC shall sign in the inspection portion of the IAR

School property custodian shall accept the school furniture and sign the
acceptance portion of the IAR.

Responsibilities
Phase
Acceptance

Supplier
Requirements

School Requirements

For payment
purposes, secure
a copy of the
signed IAR, have
a copy of pictures
in any stage of
the deployment.

The School Inspection Committee shall sign the


Inspection and Acceptance Report (IAR)
prior to the acceptance by the Property
Custodian.
Supply Officer/Designated Property Custodian
returns original copy 1 of IAR to the supplier
for payment purposes.
The School Property Custodian provides
copy of the IAR to the Division Office Supply
Office for Booking-Up
The Division IT Officer shall facilitate the
signing of Certificate of Final Acceptance
and IRP for signature of the Division Supply
Officer and Schools Division Superintendent.

Sample IAR

School Inspection Team


Composition of SIC:
Office
Recipient School

Designation
Team Leader

Recipient School

Member

Recipient School

Member/School
Property Custodian

Parent-Teacher
Association Member
(PTA)*
*DepEd Order No.5 s.2010
includes PTAs or NGOs as
provisional members of the
school inspection committee

Role
Lead the inspection of the goods
& signs in the IAR form
inspect delivered goods & signs
in IAR form
Observes the inspection and
accepts the goods by signing in
the acceptance portion of the
IAR.
Inspect delivered goods & signs
in IAR form

DCP After-Sales Stage


Three (3)-year comprehensive and on-site warranty for the
whole IT Equipment package;
Effective upon signing of Inspection and Acceptance Report
(IAR)
Consumables under standard/base warranty or minimum of
one (1) year warranty:
Laptop and Tablet Batteries
Projector Lamps
Headsets
External Portable Optical Drives
Optical Mouse for Laptops
Laptop Coolers

DCP After-Sales Stage


3 calendar days to repair the unit/s upon
receipt of request
In case unit/s cannot be repaired within 3 days,
the unit/s must be replaced within a maximum
of 7 calendar days;
Pull out of equipment for repair/replacement
shall be made with written authorization from
the supplier duly approved by the school
head/representative
Any unauthorized tampering or opening of
units shall automatically void the warranty.

Responsibilities
Principal/Scho When reporting concerns on the package, the school
ol
representative must make sure to be ready with the
Head/Schoo
following information:
l Personnel
Name of School:
School ID:
Name & Designation of the person who
reported the problem:
Contact Nos:
Type of Machine/Brand/ Model:
Serial #:
Problems Encountered:
The school representative contacts the Suppliers Care
via landline/mobile/email through the details
posted in the Contact Sticker found in every
equipment.

Responsibilities
Division ITO Provide initial trouble shooting assistance to schools to
resolve reported concerns
Assist the school to ensure prompt response of the
supplier on the concerns reported by the school;
Supplier
Shall perform all warranty repairs/services
Should notify the school of the authorized partner for
each onsite visit/repair/pullout.

Monitoring
DCP Helpdesk/Ticketing System
To monitor the DCP deployment progress and after-sales
performance of Suppliers.
Schools report to the system thru SMS (text) and website on:
DCP deployment (delivery, installation, training,
acceptance)
Defective component of the DCP package
Can be viewed by recipient schools, regional and division
ITOs and Suppliers
Phase 1/Pilot to be conducted January 2016
Phase 2/Roll-out schedule, Quarter 1, 2016

Key Words for Texting to Ticketing System


Text Command

D
e
p
l
o
y
m
e
n
t

S
a
l
e
s

Sample Text

Delivered

To confirm delivery, just text DELIVERED<space>BATCH


NO.<space>DR NO.<space>DATE OF
DELIVERY<space>MESSAGE.

Installed

INSTALLED Batch1 2015-02To confirm installation, just text INSTALLED<space>BATCH 15 Projector is mounted on the
NO.<space>DATE OF INSTALLATION.
wall.

Trained

To confirm completion of training, just text


TRAINED<space>BATCH NO.<space>END DATE OF
TRAINING.

TRAINED Batch1 2015-02-16 I


can now use the projector.

To confirm acceptance of batch, just text


ACCEPTED<space>BATCH NO.<space>DATE OF
ACCEPTANCE.

ACCEPTED Batch1 2015-0217 Thank you for the projector.

To send/submit a new issue/problem just text


NEW<space>BATCH NO.<space>MESSAGE.(LOT NO.?)

NEW Batch1 Projector is


overheating.

To send/submit an update to your ticket, just text


UPDATE<space>TICKET NO.<space>MESSAGE

UPDATE 20150101-1 Projector


is on fire.

To end your ticket, just text END<space>TICKET


NO.<space>MESSAGE

END 20150101-1 Projector is


now working. Thank you.

Accepted
A
f
t
e
r

Instruction

New
Update
End
Smart
Sun Globe -

DELIVERED Batch1 DR143


2015-02-14 Projector
Delivered. Thank You!

Monitoring
Utilization
Encourage utilization of the package;
Maintain logbook to record
utilization;
Class schedule using the package;
Preparation of teaching materials;

QUESTIONS?

Contacts
Dir. Aida C. Yuvienco,
aida.yuvienco@deped.gov.ph
Arturo D. Tuazon, arturo.tuazon@deped.gov.ph
(632)635-7369; Mobile 09985778794
Alvin Salcedo alvin.salcedo002@deped.gov.ph
Maui S. Dulce christina.dulce@deped.gov.ph
(632) 636-4878 / 633-7264 (telefax)

THANK YOU!

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