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Background:

The approved TESDA ISSP 2018-2020 pointed out various gaps or weaknesses in TESDA’s Mission Critical. This paved the way for the IT Project called TMCIS to be proposed in two (2) phases with the following IT systems to be developed using outsourcing as a strategy.

PHASE IProposed Solution Systems Included in Project TMCIS

for CY 2019

Identified Gaps Outcomes Envisioned

1. Philippine TVET Program Registration Information Systems (PTProgRIS)

Submission of required documents are not fully complied with

Facilitate faster program registration by TVI applicants.

Comply with EASE of doing business.

2. Philippines TVET Competency Assessment and Certification Information System (PTCACIS)

Lack of streamlined process of application and/or tracking of application for the accreditation of competency assessors and assessment centers.

Inconsistent of profiles of accredited competency assessors and assessment centers in the T2MIS due to manual encoding.

Established an effective and efficient Assessment and Certification System

3. Scholarhips Information System (SchoIS)

Need for efficient tracking of trainees from enrolment to employment

Effective monitoring of scholar enrolled and graduates (physical and financial)

4. Tech-Voc Information System (TVIS) – (Dashboard)

Difficulty in preparing real-time statistical reports

Generate statistical reports and dashboard for data analytics and visualization

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Description of Application Systems under TESDA Mission Critical Information Systems

1. Scholarship Information System (Scho IS)

Online system for the monitoring of physical and financial accomplishment of TESDA Scholarship programs. The system will be linked/integrated to the existing TESDA Training Management Information System (T2MIS). Enhancement of the system is encouraged. Reports that can be generated are: 1.1) Masterlist of enrollees and graduates of different scholarship programs; 1.2) Training schedule/calendar of the programs offered by the TVIs; 1.3) Physical and Financial Report; and, Other statistical reports identified and required by the management and other stakeholders.

TESDA Scholarship Programs aim to address equity and access by providing direct financial assistance to deserving TVET enrollees across all regions in the country. The scholarship programs currently being implemented include the following:

Private Education Student Financial Assistance (PESFA)

This program was established through Section 8 of Republic Act No. 8545, otherwise known as the Expanded Government Assistance to Students and Teachers in Private Education (GASTPE) Act. PESFA offers educational grants to qualified and deserving college freshmen both in degree and non-degree courses. The program seeks to:

1. extend financial assistance to marginalized but deserving students in post-secondary non-degree courses;

2. promote TVET;3. contribute to the development of a competent skilled workforce; and4. assist private institutions in their development efforts by assuring a steady supply of enrollees to

their course offerings.

The PESFA directed the beneficiaries on the choices of careers to the critical skills requirements of in-demand jobs in the labor market. It also allows for equity distribution of the opportunities made available through government subsidies.

Please refer to TESDA website www.tesda.gov.ph for other documents.

Training for Work Scholarship (TWSP)

This program provides immediate interventions to meet the need for highly critical skills. The program has two-fold objectives:

1. to purposively drive TVET provision to available jobs through incentives and appropriate training programs that are directly connected to existing jobs for immediate employment, both locally and overseas.

2. to build and strengthen the capacity and capability of TVET institutions in expanding and improving the delivery of quality, efficient and relevant training programs that meet job requirements, including programs for higher levels of technology.

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http://www.tesda.gov.ph/

The program was launched in May 2006 with funding from the Office of the President and mainstreamed in the regular budget in 2008. This program is a response to the clamor of industry to address the critical skills shortages in priority sectors, particularly the Business Process Outsourcing, metals and engineering, construction and tourism, among others.

Please refer to TESDA website www.tesda.gov.ph for the other information.

Special Training for Employment Program (STEP)

STEP is a community-based specialty training program that addresses the specific skills needs of the communities and promote employment, particularly through entrepreneurial, self-employment and service-oriented activities. Training programs offered are generally short-term or modules based on the Training Regulations promulgated by TESDA. Its objective is to provide skills and training opportunities for the beneficiaries in the barangays/ communities to make them employable and productive. Both public and private techvoc providers, but mostly local government training centers and TESDA Technology Institutions, deliver the training programs under STEP. The beneficiaries of STEP receive the following assistance: free training and competency assessment, starter toolkits and training allowance of sixty pesos (Php 60.00) per day for the duration of the training.

The program was introduced only in 2014 in line with thrust of expanding the reach of TVET to the grassroots.


Universal Access to Quality Tertiary Education (UAQTEA)

Republic Act No. 10931 is an Act promoting Universal Access to Quality Tertiary Education by providing for free tuition and other school fees in State Universities and Colleges (SUCs), Local Universities and Colleges (LUCs) and state-run Technical-Vocational Institutions (STVIs), establishing the Tertiary Education Subsidy and Student Loan Program (SLP), strengthening the Unified Student Financial Assistance System for Tertiary Education (UniFAST), and appropriating funds therefor. It is hereby declared that quality education is an inalienable right of all Filipinos and it is the policy of the State to protect and promote the rights of all students to quality education at all levels. The State recognizes the complementary roles of public and private higher education institutions and technical-vocational institutions in the educational system and the invaluable contribution that the private tertiary schools have made and will make to education.

The "Universal Access to Quality Tertiary Education Act" aims to:

1. Provide adequate funding and such other mechanisms to increase the participation rate among all socioeconomic classes in tertiary education;

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3. Provide all Filipinos with equal opportunity to quality tertiary education in both private and public education institutions;

4. Give priority to learners who are technically-able and who come from poor families;5. Ensure the optimized utilization of government resources in education;6. Provide adequate guidance and incentives in supporting young Filipinos with their career

choices towards the proper development and utilization of human resources; and7. Recognize the complementary roles of public and private TVIs in the tertiary education system.

2. Philippine TVET Program Registration Information System (PTProgRIS)

The system will feature online registration/application of new TVET programs, online orientation through accessing the embedded video presentation and chat forum facility to provide feedback and relevant information on the application progress. The profile of registered institution’s location is mapped out as part of the TechVoc Geographical Information System. Reports that can be generated are: 2.1) Compendium of Registered Programs under TESDA; 2.2) Inventory of TechVoc Institutions with good compliance from the standards set by the agency; 2.2.1) the system should be in the Philippine Qualifications Framework (PQF) Register; 2.3) Records of training capacity of the institutions based on the registered programs; 2.4) Status of institution’s performance with good standing, for possible rewards and recognition; 2.5) Comprehensive profile of other public and private tech-voc providers with accredited TVET programs; and, 2.6) Inventory of facilities and trainors of public and private tech-voc providers with accredited TVET programs.

Program registration in UTPRAS is the mandatory registration of Technical Vocational Education and Training (TVET) programs with TESDA. It is the system that ensures compliance of Technical Vocational Institutions (TVIs) with the minimum requirements as prescribed under the promulgated training regulation to include among others curricular programs, faculty and staff qualifications, physical sites and facilities, tools, equipment, supplies and materials and similar requirements prior to the issuance of the government authority to offer or undertake technical vocational education programs.

A TVET institution has to comply with the requirements of registration prior to its offering of a program. Upon completion of all the requirements, an institution is issued a Certificate of Program Registration (CoPR) and the program is officially listed in the TESDA Compendium of Registered Programs. The program is subjected to a compliance audit and in some instances surveillance upon receipt of complaint by TESDA.


3. Philippine TVET Competency Assessment and Certification Information System (PTCACIS)

The system will feature online application for assessment and accreditation. Sub-module on Self-Assessment Guides. Other features may be identified by the developer based on the existing T2MIS.

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Reports that can be generated are: 3.1) Registry of Workers Assessed and Certified by qualifications and NC levels; 3.2) Registry of Accredited Assessment Centers; 3.3) Registry of Accredited Competency Assessors; and, 3.4) Other statistical reports required by the management.

TESDA pursues the assessment and certification of the competencies of the middle-level skilled workers through Philippine TVET Competency Assessment and Certification System (PTCACS). The assessment process seeks to determine whether the graduate or worker can perform to the standards expected in the workplace based on the defined competency standards. Certification is provided to those who meets the competency standards. This ensures the productivity, quality and global competitiveness of the middle-level workers.

TESDA has a Registry of Certified Workers which provides information on the pool of certified workers for certain occupations nationwide.

TESDA also has accredited assessment centers as well as the competency assessors who conduct competency assessment process for persons applying for certification.

Current (Existing) System

In anticipation of the web-based information systems to be developed in 2019, the Labor Market Information Division of the Planning Office initiated the in-house development of the TESDA Training Management Information System (T2MIS) which aims to facilitate the organized collection, processing, analysis and dissemination of more comprehensive data on the TVET sector and shall provide on-line services of TVET Institutions and Assessment Centers. T2MIS is partly automating the processes in the areas of training, assessment and certification and employment. It was pilot-tested in 2017 and is now in the full stage of implementation.

Brief Description of the Project

TESDA is one of the government agencies that supports the E-governance of the Philippines. It is working towards becoming a more open government organization and envisioned to have improved services to the public through the use of ICT. It has also created online services as a strategy to promote ICT services access to customers. It shall continue to develop more online services for easy access of information and better services to the citizens. Thus, this project was conceived and it called for the systems development of an integrated TESDA Mission-Critical Information System (TMCIS) and supply of relevant hardware/software resources. This was initiated to add more functionalities and to enhance substantial features of the existing developed applications systems that support the needs of the agency.

The TMCIS Project shall entail software development, testing, implementation and deployment of TESDA’s Mission-Critical Information Systems and the delivery, supply, installation, configuration of support hardware, software components and capacity building of some TESDA manpower complement.

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The integrated system is proposed to incorporate the following general features: (a) faster use by TESDA personnel and its users to ensure confidentiality, integrity and availability; (b) availability on a 24x7 real-time basis, anywhere on selected services; (c) reasonably fast data processing and short response time for transactions through the maximization of hardware and software systems capacity and performance; and (d) user-friendly screen designs that closely adhere to existing TESDA designs and further innovated if warranted.

The developer or solution provider shall build a new system but integrates, adopts and/or changes, if necessary, existing user interfaces and data requirements of existing information systems. TESDA documentations are available for study and analysis by the developer. With available key programs/service documented procedures, the process of IS development is expected to be shortened.

Other Relevant Information for the Development of TMCIS

Open, non-proprietary, whenever necessary or required, TMCIS Information System should have superior LAN and WAN performance, highly secured features/functionalities and uses agile software development techniques, i.e. spiral methodology; special emphasis is on fast and accurate reporting of data and information for policy and decision-making purposes by TESDA; uses web-enabled workflow system to connect the head offices, regional offices and other stakeholders;

Interoperability features or with ready interface facilities that will enable DICT, DOLE, CHED, DEPED, DTI, LGUs, NAMRIA and other government agencies that share data/information with TESDA;

Should have the computer-assisted manual procedures to assure an alternate/backup and/or complementary system in case of total or partial breakdown of the computer-based LAN and WAN systems. This work includes the formulation of corresponding processes, procedures and policies. Backup and synchronization utilities should also be developed.

REQUIRED FEATURES & FUNCTIONALITIES

FEATURES/FUNCTIONALITIES DESCRIPTIONTESDA TRANSACTIONAL PORTAL Browser compatibility

WEB PORTAL TESDA Web Portal link The development of a web page in the TESDA website

that becomes the entry point for all TESDA transactions initiated through the Internet. This links to TMCIS, T2MIS and other future TESDA applications.

Interagency data links for DICT, DTI, DepEd, CHED, PSA, etc.

Enables TESDA to share data with allied government agencies.

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Inter-agency Electronic Links Application system to provide Web links with TESDA- allied government agencies’ systems.

Facility to provide access to other government agency

Access of other government agency to TESDA thru Application Program Interface.

Transaction Services facilities A module that enables TMCIS users and stakeholders to select the services they require. Screen forms that request important transaction information. They can be filled-up electronically. An option to print the prescribed form is also available. Supports multimedia input formats: video, image, audio, text, etc.A facility to submit electronic forms along with the necessary scanned attachments.

Online print facility A facility to print electronic forms or screens via printers.

Edit/Delete form facility A facility to change/modify/delete selected data supplied to TMCIS. (with corresponding security authorizations)

Online inquiry of transaction status (internal use)

A facility to enable authorized TESDA personnel to know the status of their transactions in terms of elapsed time from submission, processing, expected time of completion.

Single sign on access to TMCIS systems

Single entry to TMCIS and other TESDA selected system without the need to logon and logoff between systems but subject to security considerations.

Average response time of not more than 3 seconds per page

The average response time between the time the “Enter” key is pressed and the appearance of the first screen character. This applies to Web transactions only. LAN transaction is 1 second or less.

Transaction logging facility for audit purposes

Facility to log all Web transactions for security audit purpose.

Facility to record and print no. of hits/visits per module

Facility to record the number of visitors to the Web page broken down to TMCIS and other TESDA systems

Responsive to other devices To be viewed in response to the size of the device one is viewing with.

COMPUTER-ASSISTED MANUAL SYSTEM

Internal users

Computer-assisted Computer-Assisted System process paper documents with the assistance of PC workstations to serve as backup/alternate system in case of Internet, electronic and electrical breakdowns

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Average response time of not more than 1 second for online inquiries

Average response time for Computer-Assisted System and other LAN-based systems.

TMCIS INFORMATION SYSTEMS Establishment of Computing Policies and Standards prior to development of ISsWith End-User’s Agreement Upon Login for 2012 Data Privacy Act ComplianceWith Audit Logs and tracking of updates and changes in the transactions.Parameter driven to accommodate frequent policy changes

1. SCHOLARSHIP IS To be linked/integrated with existing TESDA Training Monitoring Information System (T2MIS).With Biometrics/facial recognition on entering the profile of the students to eliminate the ghost students

Regional Scholarship Allocation Plan (RSAP) Database

Database of Absorptive Capaciy of TVIs which contains the number of trainees that a TVI/Enterprise can accommodate in a whole year per Registered Program in the existing Compendium. This would also contain the corresponding budgetary requirements needed to implement the scholarship program in the respective Region/Province based on the stated absorptive capacity. The RSAP would also serve as the basis of the Region/Province in processing the QM.

Qualification Map (QM) Preparation and Processing

Eligible TVIs/Enterprises can prepare the QM subject to the approval of the PO based on Criteria of Evaluation and approved RSAP. Preparation and Processing of the QM should be streamlined through Automatic Costing, Automatic Generation of QM Number/QM Qualification Code/ Scholarship Grant Certificates (SGCs), up to the Printing of QMs. All entries are tallied and reported into a summary of Total Approved QMs per Scholarships type (TWSP,STEP,PESFA.), and other similar report summaries.

Fund Transactions Monitoring

Tracking of Fund Transfers Released from the Central Office to the ROs, down to the PO level. Tracking of the total Amount Released to ROs/POs will enable the monitoring of Total Unutilized funds, as well as the unutilized SGCs per Scholarships type (TWSP,STEP,PESFA)

Payment Monitoring Real Time Funds Utization Monitoring of Provincial Offices (POs) based on their Obligation and

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Disbursement with automatically computed Details of Cash Balances (Reverted, For Reversion and For Payment) per Scholarships type (TWSP,STEP,PESFA). Every transaction in the Financial Accomplishment corresponds to an instance in the Physical Accomplishment (e.g. Dropouts, No Assessment)

Reports Generation and Accessible Viewing

Monitoring of EGACE (enrolled, graduate, assessed and certified and employed) and printing/generation of statistical reports on a weekly/monthly basis: Total TVIs with/without approved QMs Total RSAP/PSAP Per Sector/Qualification Per Delivery Mode Per Type/Classification of TVIs Per Sex Payments (Obligation/Disbursement) Per Project (PAFSE, Build Build Build, etc.) Per Client Type (Unemployed/Underemployed,

Special Clients, etc.) Executive Summary per Scholarships type

(TWSP,STEP,PESFA)

2. PHILIPPINE TVET PROGRAM REGISTRATION IS Online Registration

To be linked/integrated with existing TESDA Training Monitoring Information System (T2MIS)

Online process by which the TVET programs are registered with TESDA

Technical Features:

(Conducts Orientation on Program Registration)

Online Orientation to ensure that the client understood all the program registration requirements prior to submission of application requirements.

What kind of orientation? Video Conference thru Skype? Etc. If only a video will be played, include the timeline of each step so that the user can easily navigate.

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Online forms needed: TESDA-OP-CO-01-FO1 (Attendance Sheet) TESDA-OP-CO-01-FO2 (Certificate of Concurrence of

Applicant TVI/Company)

(Checks Completeness of Required Documents) and (Reviews and Evaluates Program Registration Documents)

Facilities for detecting registration anomalies, e.g. double registrations.

Tracking facility for application status

Online submission of program registration requirements based on the Program Registration Requirements Checklist (higher storage will be needed for the uploading of scanned documents)

Online preparation and facilitation of program registration forms: TESDA-OP-CO-01-F03 (Letter of Application/Intent) TESDA-OP-CO-01-F04 (Program Registration Requirement

Checklist for Institution-based Program) TESDA-OP-CO-01-F05 (Program Registration Requirement

Checklist for Company/Enterprise-based Program) TESDA-OP-CO-01-F06 (Action Slip) TESDA-OP-CO-01-F07 (Letter of Acknowledgment) TESDA-OP-CO-01-F08 (Program Registration Tracking

Sheet) TESDA-OP-CO-01-F09 (Curriculum Evaluation Checklist for

Program WTR) TESDA-OP-CO-01-F10 (Curriculum Evaluation Checklist for

Program NTR) TESDA-OP-CO-01-F11 (Competency-based Curriculum) TESDA-OP-CO-01-F12 (Inspection Report)

List of tools, equipment, consumables and facilities must be automatically generated upon choosing the program to be applied. Include pictures and exact specification of tools and equipment

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TESDA-OP-CO-01-F13 (List of Equipment) TESDA-OP-CO-01-F14 (List of Tools) TESDA-OP-CO-01-F15 (List of Consumables/Materials) TESDA-OP-CO-01-F16 (List of Instructional Materials

/Library Holdings) TESDA-OP-CO-01-F17 (List of Institution’s Physical

Facilities) TESDA-OP-CO-01-F18 (List of Off-Campus Physical

Facilities) TESDA-OP-CO-01-F19 (List of Officials)

Verification of Trainers TESDA-OP-CO-01-F20 (List of Trainers) TESDA-OP-CO-01-F21 (List of Non-Teaching Staff)

(Directs the Conduct of Site Inspection)

Field-based, onsite inspection facility using online survey forms from PC/Mobile devices

Mobile interface for field inspectors

Online forms needed: TESDA-OP-CO-01-F12 (Inspection Report Form) Institutional/Company Assessment(Prepares Recommendation and Submits CompleteDocuments)

Automatic submission to RO upon approval of the PD

Online forms needed: TESDA-OP-CO-01-F12 (Inspection Report Form) Recommendation Memo to RD for the issuance of CTPR or

Letter of Denial(Reviews Documents and Issues CTPR/Letter of Denial)

Printing of CTPR (use existing/standard coding format)

Online forms needed: TESDA-OP-CO-01-F22 (Letter of Denial) TESDA- OP-CO-01-F23 (Certificate of TVET Program

Registration (CTPR) for WTR and NTR Programs)

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(Prepares and Analyzes Reports)

Institution Profile (e.g. address, facility, staff etc.)

Automatic Monitoring of PCT (7 days at the PO level, 4 days at the RO level)/Tracking of Status of Program Registration Application

Include alert mechanism: Alert the focal 2 or 3 days before day 20

Generation of Tracking Sheets (automatic acknowledgement and sending of updates to the client every step in the process)

Online forms needed: TESDA-OP-CO-01-F08 (Program Registration Tracking

Sheet) MIS Form 02-04 UTPRAS Form (Status of TVET Program

Registration)

Enrolment and generation of pool of experts

Employment, Certification Rate MIS 03-02 (Enrollment/Terminal /Employment Report

Form)

Online posting of registered program/s and closed program/s with the date/s of closure

Data generation of inventory of other information of TVIs with registered programs (e.g. facilities, absorptive capacity, affiliated trainers, tuition, etc.)

Viewing or generation of program history (e.g. TVI name, program, date registered/closed)

Compendium of Registered Programs Utilization Report of Blank CTPRs

Compliance Audit Monitoring System

Plan, Conduct and Reports with mobile application (for smartphones & tablets) – responsive web application

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(Prepares Annual Audit Plan)

Auto-generation of Annual Audit Plan captured from the compendium

Annual Compliance Audit Plan (TESDA-OP-CO-02-F01)

(Conducts Compliance Audit)

Online facilitation/preparation and generation of compliance audit report forms

TVI/Company Compliance Audit Plan (TESDA-OP-CO-02-F02)

Audit Team Checklist (TESDA-OP-CO-02-F03) Compliance Audit Requirements Checklist for Institution-

Based Program (TESDA-OP-CO-02-F04-A) Compliance Audit Requirements Checklist for Enterprise-

Based Program (TESDA-OP-CO-02-F04-B) TVI/Company Compliance Audit Report (TESDA-OP-CO-02-

F05) Compliance Audit Action Catalogue (TESDA-OP-CO-02-F05-

A)

(Monitors corrections/corrective actions on nonconformity/ies)

Status of compliance of audited registered programs

Alert mechanism to remind deadlines for compliance of deficiencies

Include additional field for the status of re-audit/compliance

If no re-audit/compliance conducted within 30 days (programs with deficiencies), said programs will be automatically disabled

Online forms needed: Compliance Audit Requirements Checklist for Institution-

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Based Program (TESDA-OP-CO-02-F04-A) Compliance Audit Requirements Checklist for Enterprise-

Based Program (TESDA-OP-CO-02-F04-B) TVI/Company Compliance Audit Report (TESDA-OP-CO-02-

F05) Compliance Audit Action Catalogue (TESDA-OP-CO-02-F05-

A) Consolidated Provincial Report and Status of Compliance

to Correction and Corrective Action/s (TESDA-OP-CO-02-F06-PO)

(Initiates closure proceedings)

Tracking and monitoring of Training Institutions until closure (Compliance Audit)

Report on Closure Proceedings (TESDA-OP-CO-02-F08)

(Submits Audit Reports to RO)

Consolidated Summary of Audited Programs Per Program Registration Requirements (Institution Based) (TESDA-OP-CO-02-F07A) or Enterprise Based (TESDA-OP-CO-02-F07B) Consolidated Provincial Report and Status of Compliance to Correction and Corrective Action/s (TESDA-

OP-CO-02-F06-PO) Report on Closure Proceedings (TESDA-OP-CO-02-F08)

(Processes, analyzes and submits Regional Reports to CO and RQMC)

Automatic generation and submission of regional reports to CO

Consolidated Regional Summary of Audited Programs (TESDA-OP-CO-02-F06-RO)

Regional Consolidated Summary of Audited Programs Per Program Registration Requirements (Institution-Based) (TESDA-OP-CO-02-F07-A)

Regional Consolidated Summary of Audited Programs Per Program Registration Requirements (Enterprise-Based) (TESDA-OP-CO-02-F07-B)

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Report on Closure Proceedings (TESDA-OP-CO-02-F08)(Processes, analyzes reports and submits to NQMC and provides feedback to ROs)

Automatic generation and submission reports

Consolidated Regional Summary of Audited Programs (TESDA-OP-CO-02-F06-RO)

Regional Consolidated Summary of Audited Programs Per Program Registration Requirements (Institution-Based) (TESDA-OP-CO-02-F07-A)

Regional Consolidated Summary of Audited Programs Per Program Registration Requirements (Enterprise-Based) (TESDA-OP-CO-02-F07-B)

Report on Closure Proceedings (TESDA-OP-CO-02-F08) Program Migration The process of re-registering a WTR program to conform

to the requirements of an amended TR. It also covers the registration of a previously registered NTR program to the appropriate newly deployed TR.

Include alert mechanism: reminder on the migration period of the program

if the program needs to migrate within less than 2 months, a notification will be send to the user

if the program lapsed migration period, said program will be automatically disabled/not be included in the list/option

Identification type of audit, whether compliance whether compliance audit, technical audit and inspectorate audit.

Include status of compliance (i.e., compliant, non-compliant, closed, for migration) of audited programs in all types of auditCustomer feedback mechanism and evaluation

3. PHILIPPINE TVET COMPETENCY ASSESSMENT AND CERTIFICATION IS (PTCACIS)

Workers Assessment Centers

To be linked/integrated with existing A&C Modules of TESDA Training Monitoring Information System (T2MIS)Online Monitoring System for Compliance Audit (CA)

The application/system shall provide for the automated and real-time monitoring of processes in the Operating

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Assessors Procedure for Compliance Audit (TESDA-OP-CO-06).

Technical features: Must be web-based and responsive

application/system Compatibility with tablet/mobile Offline mode, saving and updating when online Push notification Digital signature Multi-factor authentication (login/OTP) Dashboard providing summarized information for

PO/RO/CO Reports generation (download or viewable online) Printing facility

Covered processes: Compliance Audit Action Plan (TESDA-OP-CO-06-

F44) - Automatic identification of ACs for Audit (based on Registry of Accredited Assessment Centers)- Input/update of audit schedule - Monitoring on the compliance of ROs to the identified schedule

Online Assessment and Certification Compliance Audit Checklist (TESDA-OP-CO-06-F47)- Input/update of findings - Automatic consolidation of findings

Online Assessment Compliance Audit Action Catalogue (TESDA-OP-CO-06-F48)- Automatic retrieval of findings from F47- Monitoring of compliances and non-compliances

based on process/findings- Input/update of root cause analysis, correction,

corrective action, and acceptance of CA effectiveness

Online Application for Accreditation – Competency Assessor and Assessment Center

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The system shall provide for the online application, submission of requirements and real-time application status for accreditation of Assessment Centers (AC) and Competency Assessors (CA).


application/system Compatibility with tablet/mobile Push notification Digital signature Digital document submission and retrieval Dashboard providing summarized information for


Covered processes: Application for Accreditation

- Registration/login- Readiness checklist (requirements)- Application form for accreditation (CA-F16 & AC-

F02)- Digital documents uploading

For Competency Assessors only- Notification Status (evaluation of documents)

For Assessment Centers only- Notification Status (pre and post inspection)- Input/update Inspection Report (F07)- Summary of findings

Track application Status- For AC (TESDA-OP-CO-03-F05)- For CA (for development)- Status of Approval/Disapproval

Online Assessment Scheduler

This system aims to provide an option to find and secure assessment schedules in various qualification online.

Technical features:

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Must be web-based and responsive application/system

Compatibility with tablet/mobile Push notification Digital signature Digital document submission and retrieval Dashboard providing summarized information for


Covered processes:

Candidate: Registration (profile build-up)/log-in Select assessment schedule and center Print admission slip (after assessment) Accomplish Online Performance

Evaluation Instrument (F37)

Assessment Center: Input/update assessment schedule Notification dashboard Status (approval/disapproval) of Application (after assessment) Accomplish Online Report on

Assessment Proceedings (F34)

Competency Assessor: Input/update schedule of availability Confirm/deny assessment schedule

Provincial/District Office: Approval/disapproval of assessment schedule Auto assignment of competency assessor Generation of report re: Assessor’s Loading/

Assignment (on-demand) Summary Online Performance Evaluation Instrument

(PEI) of Competency AssessorsOnline Ordering of Blank Certificates

The system shall provide an online ordering facility for

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blank certificates, including monitoring/tracking of deliveries and payments.


application/system Compatibility with tablet/mobile Push notification Digital signature Multi-factor authentication (login/OTP) Dashboard providing summarized information for


Covered processes: Online ordering form (for development)

- Online Purchase request- Submission of documents (proof of payment e.g.

deposit slips)- Tracking of request and delivery- Online accomplishment and submission of utilization

report on blank certificates (F38) SECURITY FEATURESUsername/password/Digital signature/Hash/PKI certificates support security features Data editing module Override

Penetration Testing prior to acceptance.A facility to modify data fields in the database. This is used only by authorized personnel.Backup and restore of ISs and databasesVulnerability Scanning after developmentA facility to encode information if necessary. It makes use of encoding-friendly buttons/ screens that minimize shift between keyboard and mouse.Security facilities to safeguard the system against illegal and unauthorized users.Audit logs

GENERAL REQUIREMENTS/ FEATURES Data encoding module Script option

A facility to encode information if necessary. It makes use of encoding-friendly buttons/ screens that minimize shift between keyboard and mouse.

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Support for Document imaging A facility to link with a Document Imaging Management System.

Support for Workflow processing

Alerts, Status, Processing time indicators, tracking facilities

Average response time based on industry standard for web access

All TMCIS transactions coming from the Web is less than the average response time based on industry standard.

Average response time of not more than 1 second for LAN access

All TMCIS transactions that come from the Local Area Network should be less than 1 second only.

Efficient search / sort algorithms

Modules that handle search and sort requirements of TMCIS.The module must provide progressive “drill-down” searches using easy to define parameters.

SHARED DATABASE Sharable by TMCIS/other TESDA

SystemsThe database is to be shared by TMCIS, and other future information systems of TESDA to assure integrity, non-duplication, and synchronization.

RDBMS Implementation The database is a Relational database capable of handling multiple and complex array of tables.

Latest version of RDBMS The database to be used must be the latest version in the market. (License to be turned over to TESDA)

Properly normalized data The data in the database must be properly normalized to optimize performance of the system.

Proper sizing of blocks The database must configure the proper sizing of database blocks to assure performance of the system.

Automatic tiered archiving based on TESDA specified parameters

The database must be backed-up regularly to assure copies in cases of operational continuity.

Development of migration software

A module to enable migration of records from T2MIS database/other existing database to the TMCIS database.

Ownership of license or right is to be surrendered to TESDA upon completion of the project.

Description of Application Systems under TESDA Administrative Information Systems

1. Human Resource Information System (HURIS)

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Maintains a data base profile of TESDA employees for fast storage and retrieval of personnel information including training information; faster and easier tracking and monitoring of employees’ attendance; faster computation and generation of personnel payroll; and processing of Personnel Performance in compliance to the CSC Standards.

Objectives: 1. To simplify and streamline the administrative process in terms of Human Resource services 2. To allow access of employees’ data from a designated kiosk and/or other accessibility modes; 3. To promote a more systematic and efficient monitoring system; 4. To achieve a more cost-effective means in terms of materials, human resources and time; 5. To increase availability of accurate and timely data about human resources; 6. To establish system functionality and flexibility to support additional data input and system configurations; 7. To establish integrated linkages with other administrative systems (e.g. Attendance and Leave Monitoring System, Personnel Information System) being used and handled by the division; 8. To provide the necessary work knowledge to operate the new Human Resource Integrated Management System; and 9. To customize reporting formats generated on a regular basis


General Features: Standalone, Local or Wide Area Network Web-based system and/or Windows-based with User-friendly interface Mobile phone accessibility Employee self-service Has different adjustable user-level access including but not limited to: employees, supervisors and other

authorized approvers, human resource officers, general administrators Unlimited users In-system, email, and SMS notification options Data migration from current existing system/databases to the proposed Human Resource Management

Information System Customization of modules if needed High-level encryption/data security is in the offered package Audit trail included to track changes made to the data

Sub Modules:Personnel Data Management System Employees personal information database Handles 201 File of each employee Monitoring of agency manning: incumbent, vacant positions, transfers, separation, etc. Generation of Service Records, Notice of Salary Adjustments, and Step Increments Statement of Assets and Liabilities and Net worth (SALN) monitoring Statistical Records Recording and processing of employee promotion based on Performance Evaluation and Step Increment Handles HR actions related to personnel performance, length of service, movement, separation, transfer and other related actions Updating of Personal Information

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Updating of records and attachments of trainings, Voluntary Works, Educational Background, Eligibilities, Recognitions, etc. Printing of Personal Data Sheet (PDS) Generation of reports (summaries, statistics)

Payroll System Handles the tagging and maintenance of all employees’ data related to payroll such as income and deduction, tax exemptions Monitors employees’ salary records based on current salary grade and increase/ increments Processing of payroll Posting and approval of deductions to be reflected on the payroll computations of each employee Generation of reports: Payslip and Payslip Journal Updates on Income, Premium and Loan Set up:

o Philhealth Contributions o PAG-IBIG Contributions and Loans o GSIS Contributions and Loans o Other loans and deductions (customizable)

Registry of Payroll o Can be imported or convertible into MS Excel format o Can be modified and computed in a weekly basis

Payroll Generation Payroll Remittance (softcopy/hardcopy) Employee Deductions monitoring/tracking Reports generation (statistics, summaries)

Attendance and Leave Monitoring System Terminals available (Finger Print/Biometric/Barcode) Customized login and out time intervals Autocapture employee real time picture and update employee profile picture Daily Time Record which can be viewed on a monthly and per range period Support flexi-time schedule/generate individual working schedule of employees (regular and Job order) either flexi or regular time Support Agency’s policy on: 1) Tardiness and Undertime; 2) Leave Application; 3) Rendition of Overtime; 4) Official Business and Travel (Application of Authorization Slip) Handles import of time logs of all employees with automatic computation of total hours worked, over time work, tardiness computation, undertime computation and absence, for payroll and leave credits processing Real-time timekeeping record: Review and updating of the real time logs of each employee before processing, displaying the total hours/days worked, late incurred, leaves applied, overtime, undertime, absences, official business and rest days Approval of the process time logs Leave Credit balance management and maintenance of individual leave ledger of each employee and other leave options for personnel Facilitate the application of leaves and monitors the available leaves of employees Attendance reports for individuals or per division/office Posting, filing and approval, printing of leaves, overtime, official business travels, change of schedules (Application of Leave and Leave Authorization) Computation of standing leave balances, late and undertime per month

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Monitoring and fixing of incomplete entries in the employee Daily Time Record (DTR) Generate attendance and leave reports (summary, statistics)

Performance Management System (Online Strategic Performance Management System (SPMS) Access to and creation and editing of Individual Performance Commitment Review (IPCR) and Division Performance Commitment and Review On-line rating and submission of IPCR Rating On-line generation of report of IPCR ratings for all TESDA Operating Units Generation of accomplished IPCR Flexible evaluating system that caters to the yearly revision of OPCR and IPCR Generation of reports (summaries, statistics)

Recruitment and Selection Applicant Profiles which can be converted to Employee Profiles once selected Printing of Appointments and other Recruitment-related documents Generation of reports (summaries, statistics)

Learning and Development Online Competency Assessment Training Calendar Management Training Facilitation Management and Attendance Generation of reports (summaries, statistics)

Rewards and Recognition System Tracking and monitoring of R&R actions Generation of reports (summaries, statistics)

ID Card Printing System Customize/Save/Update ID Setup Print Wallet Size ID and Big/Placard Type ID’s

Employee Portal Access to employees where they can facilitate the application of leaves and monitors the available leaves of employees Facilitate the application of official business and monitors all official business status of each employees Access and viewing of leave balances, leave application status and daily time records Access to Printable forms This will enable employees to download forms (Leave Application Form, OB Forms, BIR, Philhealth, Pag-ibig, Payslip, Personal Data Sheet and other forms needed). Bulletin Board This is where memos and other announcement can be viewed by all personnel

2. Web-based Records Management Information System (wRMIS)/Document Management System (DMS)

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Maintains database of all internal and external administrative documents for faster and easier inquiries and retrieval of Memoranda, TESDA Circulars and Orders, Bulletin, Executive Orders and others; and for faster and easier tracking and monitoring of documents as it moves across the different units or offices of the organization for signature, approval or receipt.

Government regulations require maintenance of different kinds of data and documents, and the requirements are often very complex. A good DMS will help ensure compliance with the rules, using such means as checklists, standard forms, and automatic organization. Maintaining documents becomes absolutely necessary to meet many different requirements. Documents can contain business secrets and other confidential data, such as product formulas or employees' personal details. A DMS ensures that only authorized persons can access particular documents.


Document Management System (DMS) can be seen as a set of standardized practices that: Control the creation and authentication of documents; Exercise version control where multiple versions of a document are maintained; Manage storage of documents in a way that facilitates convenient retrieval of a particular document

when needed; Ensure security and safety of documents with the dual objectives of preventing unauthorized access to

documents and allowing recovery from physical damage or loss of documents; and Creates the policy for archiving old documents and disposing them at the end of their life.

General Features:

This system shall cover document management system within Central Office which shall handle the receiving, tracking, monitoring, releasing and archiving of all official communication/documents received and issued by the Technical Education and Skills Development Authority (TESDA). The system shall include the following:

1. Upload of scanned documents;2. Index based on filename and file property meta data;3. Store newly uploaded documents in a central repository;4. Quick retrieval of documents based on index search;5. View, print and/or download of files depending on access rights; 6. Routing of documents to concerned departments; and7. Link/integrate with the existing system of TESDA-Records Division, i.e., Web-based Records

Management Information System (WRMIS).

Modules of the wRMIS:

A. Creation/Receiving/Routing of Documents/Uploading of documents Creation/Receiving of documents from other office (whether external or internal clients);

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Scanning of documents from various productivity tools (i.e. Microsoft Word, Power Point, PDF, etc.) or existing electronic documents that user needs to import systems;

Paper-based documents and forms will be converted into electronic image using the user’s preferred file format (ie. TIFF, JPG, PDF, etc.); and

Routing of incoming communications to various offices.

B. Document Template/Document Profiling Each document imported into the system can be linked to other related content/file/or document

that is present inside the system; and Enable users to simply searching and retrieval process especially for documents with

corresponding attachments.

C. Search and Retrieval of Documents Search and retrieve for different documents using the system; Delivers advanced capabilities that simplify common and complex user queries; Generate multiple indexes for use should the primary index become unavailable; and Users can combine simultaneous queries against content indexes that return a hit list with

intuitive and consolidated search results.

D. Version Control Controls and tracks the modification of documents stored in the system through revisions and

versions to ensure the integrity of the document.

E. Document History/Paper Trail Provides document history functionality that is essential to maintain a historical activity record

associated with each document.

F. Interactive/Real-time Review Capabilities Provide status of documents through viewing status in webpage, email and/or text notifications to

the concerned user if document needs to be reviewed, approved/disapproved, edited and signed; Allows comments or additional information to be added via highlighting, sticky notes, text lines

and arrows, freehand scribble, and rubber stamps; and Ensures that all users are always accessing version-accurate copies depending on the access rights.

G. Document Life Span (Active/Archive) Provides and organization with a pre-defined document life span; Document life span starts from the actual creation of the documents until it reaches its Archival

state; Archival of electronic images will allow users to move dated or unused files off the main storage

medium to secondary storage; and Users can still search for information in the archived files and, if desired information is contained

in an archive, that there is a ready means to restore it.

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