Deped Computerization Program (DCP) Orientation Handbook: Department of Education

Department of Education
DepEd Computerization Program (DCP)

Orientation Handbook
Technical Service
DCP 2015 Packages
Batch 29 Kinder to Grade 3

1 Laptop
1 Projector
1 Multimedia Speaker
Batch 30 Grade 4 to Grade 6 (1 package)

2 Host PCs
12 Thin Clients
1 Laptop
1 48" LED TV (w/ wall mount)
Batch 31 Grade 4 to Grade 6 (2 packages)

4 Host PCs
24 Thin Clients
2 Laptop
Batch 32 Grade 4 to Grade 6 (2 packages + tablets)

4 Host PCs
24 Thin Clients
2 Laptop
10 Tablets
Batch 33 Grade 7 to Grade 12

7 Host PCs
42 Thin Clients
2 Laptop
2 Projector
Equipment for Secondary Schools
Summary of Equipment
8 units Host PC
42 units desktop
virtualization/access
terminals/thin client
1 unit switch, 24 ports,
10/100/1000Mbps
1 unit Printer with driver

software CD and 1 set of ink
cartridge
1 unit Uninterruptible Power

Supply (UPS)
42 units LED Monitor

42 units USB Keyboard and
Mouse
4 sets Cat 5e Patch Cords
Software
Windows Multipoint Server
Microsoft Office 2013
DepEd Computerization Program (DCP) Orientation Handbook Page 7

Anti-virus software
Ncomputing Virtualization Software
Recovery CD
NetSupport School
Equipment for Elementary Schools
Summary of Equipment
1 Unit Host PC

6 units desktop
virtualization/access
terminals/thin client
1 unit 3-in-1 inkjet printer with

driver software CD and 1 set of
ink cartridge
2 units Projector
1 unit Uninterruptible Power

Supply (UPS)

7 units LED monitor
7 units - USB Keyboard and

Mouse
1 set Patch Cords

1 unit Laptop with bag
1 unit multimedia speaker
1 unit Automatic Voltage

Regulator (AVR)

2 Projector Screens
Software
Operating System: Windows Multipoint

Server (for host PC and desktop
virtualization)
Laptop: Windows 8
Microsoft Office 2013

Anti-virus software
Ncomputing Virtualization Software
Recovery CD
NetSupport School

Pre-delivery
The school must prepare the complete counterpart
requirements as prescribed by DepEd
Central Office:
1. Room spacious enough to house the computer units
Tables
2. Chairs
3. Aircondition OR at least two (2) Electric Fans
4. Sufficient Lighting
5. Windows and Doors with iron grills
6. Proper Electrical Wirings with circuit breaker and
proper electrical grounding
7. Standard electrical outlets with appropriate load
capacity
8. Engaging the assistance of Barangay Officials for
security mechanism
As proof that the recipient school is ready to receive the DCP

package, an accomplished School Readiness Checklist must be
submitted to DepEd Technical Service prior to delivery.
Sample School Readiness Checklist

Delivery Procedure
Information
1. The DepEd Division Office through the ICT is informed of the schedule of deliveries for the
recipient schools.
2. The recipient schools are informed of the delivery schedule.
3. The recipient schools receive a call from the Supplier’s delivery partner before the actual
delivery to confirm that delivery will push through.
Actual Delivery
1. The delivery truck arrives at the school.

1.1. The delivery personnel looks for the one of the following school representatives to
receive the items in the following order:
Property Custodian
Authorized representative (with authorization letter)
None of the above means NO DELIVERY.
1.2. If property custodian will receive the items, he/she needs to present Front and Back
photocopy of their School ID / DepEd ID
1.3. If the authorized representative will receive the items, he/she needs to present the
following:
1.3.1. Authorization Letter signed by the Property Custodian
1.3.2. Front and Back photocopy of the Property Custodian’s School ID / DepEd ID
1.3.3. Front and Back photocopy of the representative’s School ID / DepEd ID
2. The delivery personnel unload the items in the secure room provided by the school.
3. The property custodian or his/her authorized representative inspect the BOXES ONLY for
signs of tampering, mishandling or damages.

Look for this sticker (Figure 1) and make sure that it is not torn or removed in any way.
Figure 1. Supplier’s Tamper Sticker
PLEASE ENSURE THAT THIS STICKER IS NOT

REMOVED / TAMPERED. OTHERWISE, RECIPIENT
SCHOOL WILL BE RESPONSIBLE FOR ANY
LOSSES/DAMAGES.
ONLY AUTHORIZED <name of supplier> REPRESENTATIVE/S IS/ARE
ALLOWED TO OPEN THIS SEAL. ONCE TAMPERED, <name of
supplier> WILL NOT BE HELD LIABLE FOR ANY DAMAGE OR LOSS.
4. If the boxes are OK, school representatives sign the Forwarding Bill (Figure 2)

Figure 2. Forwarding Company bill

Delivery Inspection Acceptance
Delivery
Responsibilities of the supplier/manufacturer/contractor

1. The delivery must be 2. The delivery must be in 3. Deliveries are in
within the specified period accordance with technical accordance with the
at the location/s indicated specifications, terms, and Consumer Act of the
in the P.O. or contract. conditions. Philippines (R.A. 7394)
To be done on weekdays “All supplies shall be

between 8am to 5pm adequately”: contained,
packed, crafted, cased,
bundled, wrapped
Failure to deliver within the prescribed period, the supplier/manufacturer/ contractor
shall be liable for penalty, usually in the form of Liquidated Damages. 1/10 of
1%
Once the accumulative amount of Liquidated Damages reaches 10% of the
contract, the procuring entity can cancel the contract.
Conditions for the extension of the delivery period:
1. Force Majeure: chance occurence, unforseeable and/or uncontrollable event 2.
Fortuitous Event
3. Events beyond the control of the contractor.
4. Delay caused by the buyer and/or recepient entity.
 In case of calamities, deliveries can be accepted by nearby schools, but only
for safekeeping.
 Supply Officer/Designated Property Custodian forwards Original DR &
Copy 2 of Approved P.O. to the Inspection Committee for inspection of the
deliveries

CONSUMER ACT OF THE PHILIPPINES
Crafted Cased
Packed Bundled
Contained
R.A. Wrapped
7394
DELIVERY PROCEDURES
Reject delivery
E In case of calamities,
Shall be done on deliveries can be accepted
weekdays between by nearby school for
8am to 5pm
A C safekeeping.
Delivery
Right quality
quantity
and
B D Stipulated period and
location

If the boxes are NOT OK, follow the following steps:
a. Inform the Supplier by calling/texting any of the numbers to be provided.

b. Inform your Division ICT Coordinator regarding the concern
c. Make a note in the Airway Bill of the observed problems.
Reminders
• Make sure your contact details are updated. The delivery personnel will not be
able to call you if your contact details are wrong.
• Be present on the specified date and time of delivery.
• Inspect the boxes before receiving.
• Above all else, do not open the boxes.
• Supplier policy restricts the opening of the boxes for the protection of the Company, the
Courier and the Client in case some items are missing or damaged.
Depending on the circumstances, for as long as the boxes were not opened prior to
the unboxing by the supplier’s authorized representative; a full investigation on the part
of the supplier and the forwarder is conducted first before involving the school.
• When signing documents, please print full names and designations.
Unboxing
1. The Supplier’s Authorized Service Partner (ASP) calls the recipient school to schedule
unboxing, installation and training dates.
2. The ASP arrives onsite on the scheduled date and proceeds to inspect the delivered items:
2.1 ASP inspects the condition of the outside box for tampering, mishandling, damage.
2.2 ASP opens the boxes and inspects the condition of items and completeness of items,
accessories and other peripherals such as product manuals.
3. If OK, ASP proceeds to the installation step.

Reminders
• Be present on the specified date and time of unboxing.
• Ensure that all counterpart requirements have been completed.
Installation
Step by step installation
1. After the ASP unboxes the items and determines that all items are complete, the ASP
proceeds to begin setup, installation and configuration on each assigned classroom.
2. After installation, the ASP tests the equipment to ensure all are working and compliant with
the technical specifications.
3. The school must already be prepared with the complete counterpart requirements as
prescribed by DepEd Central Office (refer to Pre-delivery)
The installation can only proceed depending

on the readiness of the school’s classroom
or laboratory. Incomplete classroom
requirements means NO INSTALLATION
4. The school must follow the prescribed eClassroom layout.

Suggested eClassroom Layout – Secondary
Suggested eClassroom Layout – Elementary

Reminders
• Avoid making sudden and unnecessary changes or adjustments to prearranged

installation layouts with the ASP, as this will cause delays.
• Supplier does not permit its ASPs to make any modifications and/or additional
improvements to the equipment and installation specifications set down in the Terms of
Reference of DepEd Central Office. Any and all modifications must be consulted first with
the supplier.
Liabilities incurred in the performance of any unauthorized work at the behest

of school representatives shall be charged to the school accordingly.
Inspection
Definition
The examination of supplies and services to determine whether the supplies and services
conform to contract requirements. Requirements include: applicable drawings, technical
specifications and purchase descriptions.
Inspection
Techniques
By Item By Sampling
Random
Interval

Methods of Property Inspection
Inspection by Sampling Inspection by Item
Usually, 10 % of the entire group is used for sampling Individual items are
checked for conformity to
Random Sampling Interval Sampling required specificaqtion
Samples from the After a certain
delivered group are number of items are
chosen at random for counted, a sample is
testing chosen for testing.
For example, when
going through a
delivered set of
laptops arranged in a
line, every 10th laptop
is chosen for testing.
For delivered electronic equipment, random and interval sampling

methods are not applicable. Inspection by Item must be conducted. Among the
details to be checked are:
1. Serial Number
2. Brand Name
3. Model
4. Point of Origin
5. Patent Number
Inspection Committee
1. The School Principal shall constitute an Inspection Committee consisting of two (2) school personnel and
one (1) representative coming from PTCA/NGO.
Principal/School Head
Appoints inspection committee
members
Team Leader
At least a 2nd ranking
permanent official of the school
Technical Expert Provisional Member

one (1) school personnel with
technical knowledge relevant one (1) representative from
to the goods delivered PTA or NGOs
2. The Inspection Committee must have a copy of the Inspection and Acceptance Report (IAR) and the Serial
Number Checklist.
3. Inspectors should be familiar with the equipment technical specifications and quantity prior to conducting the
inspection.
Things to remember during inspection
Physical • Are there any scratches, dents, or any other kinds of

damages?
Condition • Do the items look new or used?
• User manuals
Brochure • Technical support contact details
Physical • How many items were received?

• Are they complete in accordance to the order?
Count
Elements of a computer system
Hardware: physical components of the system such as the monitor, keyboard,

motherboard, circuits, wires, etc.
Software: all non-physical components of the system, such as programs, used to direct
computer operations
Inspection Procedures on Computer Packages
1. Upon receipt of the Request for Inspection, see to it that all required documents are
attached like the original copies of the perfected Purchase Order/Contract, Delivery
Receipt/Sales Invoice, and others.
2. Check the documents submitted for completeness and authenticity prior to
inspection
3. Take note of any alterations, erasures or other modifications in the perfected
Purchase Order/Contract. These modifications must be verified and authenticated by
authorized approving officials.
4. Take note of the receipt of the Property/Supply Unit, the place and date of delivery.
5. If there’s a required sample mentioned in the perfected Purchase Order/Contract,
ask for the approved sample for purposes of comparison/verification. In cases of
inconsistencies between sample and the Purchase Order/Contract, specification on
the perfected Purchase Order/contract shall prevail.
6. After all the documents have been evaluated, proceed to the delivery site specified in
the perfected Purchase Order/Contract and conduct inspection and testing
procedures.
7. Conduct physical inspection of the items delivered. Count the items delivered and
check with the required quantity
8. Check the packaging, labeling, markings and other means of identification that meet

specifications; or if not specifically called for, conform to the best commercial
practices for protecting the items during transportation, storage, handling and
distribution.
9. Determine whether it is brand new, reconditioned or rebuilt.
10. Take note of the serial number, product number, point of origin, specifications in
accordance with the brochure and accessories that go with the equipment.
11. Take note of:
 Obvious damage or defects in the equipment, accessories, connectors, plugs,
sockets etc.
 any discoloration, rust, stains and decays due to exposure to heat, chemicals
or moisture
 Ensure that flexible cords are effectively anchored to equipment, plugs and
sockets.
12. Perform trial and operational test on the equipment delivered.
 Request the supplier to demonstrate the operation of the equipment in the
presence of End-User and observe its actual performance.
13. Hearing is essential in the detection of defects indicated by unusual sounds or noises
audible when observing the operation of equipment such as knocking, squeaking,
sputtering, cracking, breaking, scratching, etc.
14. Consider the characteristics which may be determined by touch or feel, in the
inspection of different equipment, include such common, qualities as heat, cold,
flexibility, hardness, softness, thickness, firmness, etc.
15. Check the inclusion of warranty certificate and instructional manual.
16. Prepare the Inspection and Acceptance Report immediately after inspection for
submission to the Supply Officer for acceptance.
Important Note: Inspection and test for compliance to its features shall at all times
be done in accordance with the following procedure:
Compare the brand, model, power rating of the delivered units with
the specifications in the contract
If the contract indicates the brand and model, then, request

for a copy of the brochure or technical manual that will
serve as the basis for inspection
Intangible features (i.e. software and programs) of a

computer may be verified by operating the computer or
by looking into its inside component

The Inspectorate Team and the Supply Officer / Designated Property Custodian shall prepare
and sign the Inspection and Acceptance Report (IAR).
1. Original: supplier, to be attached to the DV

2. Copy 2: Property Inspector/Inspection Team
3. Copy 3: Property and Supply Unit File
How to check a computer’s specifications
Click on the Start button on the task bar. When the menu opens, select the
Control Panel

When the Control Panel opens, select System and Security options
Inside the System and Security menu, select System
Once you enter System, it will show the different specifications of the computer

Training
1. School should have 3-10 of its personnel/representatives participate in the Training Course
provided by the Supplier’s service partner.
2. The Training Course on various topics centered on the operation and maintenance of the
computer equipment.
3. The school personnel/representatives sign the attendance sheet that forms part of the
Training Checklist. As proof of attendance, attendees are advised to prepare beforehand a
copy of their front and back photocopy of School ID/DepEd ID.
3. After the completion of the training, the school Principal/authorized representative signs the
training checklist.
Acceptance
When the delivery, installation, inspection and training have been conducted and accepted,
1. The School Inspection Committee shall sign the Inspection and Acceptance Report
(IAR) prior to the acceptance by the Property Custodian.
2. Supply Officer/Designated Property Custodian returns original copy 1 of IAR to the supplier
for payment purposes.
2.1. For Secondary/Tech Voc Schools:
2.1.1. With Book of Accounts: The School Head accepts the transfer upon
acceptance of deliveries by the Inspection Committee and the Supply Officer or
designated Property Custodian
2.1.2. Without Book of Accounts: The Schools Division Superintendent accepts
the transfer thru the Invoice Receipt of Property (IRP) upon acceptance of
deliveries by the School Inspection Committee and final acceptance of the Division
Supply Officer
3. The School Property Custodian provides copy of the IAR to the Division Office – Supply
Office for Booking-Up
4. The Division ICT Coordinator shall facilitate the signing of Inspection and Acceptance
Report and Invoice Receipt of Property (IRP) for signature of the Division Supply
Officer and Schools Division Superintendent.

Warranty Service
The Supplier guarantees three (3) years warranty on parts and service for all non-consumable
items under the DCP Project. The following sections provide information on the extent of
warranty coverage, how to avail of warranty service, what to expect and how to properly care
for the equipment to avoid breakdown and cases of void warranty.
Service Reporting Procedures
In case equipment problems or breakdown is experienced, the following procedures must be

followed to ensure fast and efficient service:
1. Before contacting the Supplier:

To report a concern, the school representative must make sure to be ready with the
following information:
Name of School:
School ID:
Name & Designation of the person who reported the problem:
Contact Nos:
Type of Machine/Brand/ Model:
Serial #:
Problems Encountered:
2. The school representative contacts the Supplier’s Care via landline/mobile/email through
the details posted in the Contact Sticker found in every equipment.
3. If the information is complete, an “Authorized Technician” will call to isolate the concern
and perform Telephone Support within one hour from confirmed receipt of details.
4. If the information is incomplete, Customer Care will have to call first to complete all
information before a Technician can call to assist.
5. During Telephone Support:
5.1 If the problem is resolved, Customer Care calls the school to validate completeness
of work and closes the call ticket.
5.2 If the problem is unresolved, the Supplier will perform one of the following:
On-site repair service.

Pullout defective unit for repair.
Send replacement item and perform Telephone Support for installation.
6. After step 5.2 is performed and the problem is resolved, the Supplier’s Customer Care calls
the school to validate the completeness of work and closes the call ticket.
Service Response Time
We recognize the importance of keeping equipment up and running at optimum capacity 100%
of the time and that is why the Supplier shall provide quality customer service at the fastest
possible time. For this project, recipient schools will be serviced under the following response
times:
Response Type Response Time
Contact from Customer Care within 1 hour from receipt of report
within 72 hours from completed report to

Service Support Customer Care
Onsite service (within city) within 24 hours from notification of Supplier
within 48 hours from notification of

Onsite service (provincial/remote) Supplier
Service Reporting Reminders
• All warranty repairs/services are to be conducted by the Supplier only. Do not try to
open/repair/modify the item on your own. Any unauthorized tampering or opening
of units shall automatically void the warranty.
• All reports/concerns are to be forwarded to Supplier only. Service partners who

conducted the Installation and Training are not authorized to conduct repair
without notice from the Supplier.
Any charges and/or damages incurred from outsourcing repair to any party other than
the Supplier or its duly assigned partner shall be at the expense of the school and
shall void the equipment warranty.
• Authority to conduct services/repairs/pullout is on a one-time transaction basis only.

Supplier’s personnel should notify you of the authorized partner for each onsite
visit/repair/pullout.
• No pullout should be allowed without a service unit.
• No repair/pullout will be conducted without official notification from the Supplier. Do

not entertain couriers or technicians if you have not received any notice from
the Supplier.
• When in doubt, call the Supplier’s Customer Service.
Cases of Void Warranty
Below can be found some common causes encountered by schools why the warranty of their
equipment is voided. Most of the time, these cases may be avoided or prevented by simply
following the procedure stated in this manual and keeping in mind the various reminders stated
above.
1. Water damage
2. Electrical damage caused by an external power source
3. Unauthorized opening of the item
4. Unauthorized repair using a third-party service center
5. Damage caused by installation of unapproved accessories or software
6. Damage caused by unauthorized modification of parts
Equipment Maintenance and Care Tips
• Keep equipment clean and away from dust.
• Do not eat or allow food near the computer units.
• Keep the computer units plugged in the UPS when operating. The UPS protects your
units from sudden power fluctuations/outages.
• Keep the UPS charged.
• Keep the equipment in its original configuration. Avoid installing unauthorized and/or
unlicensed/pirated software.
• Always keep your anti-virus software up to date.
The school must be ready with its completed documents and facilities, such as rooms
and electricity, before a delivery is made.

Documents required for deliveries:
Sample Supplier Delivery Receipt and Serial Number Forms

Sample Inspection Acceptance Report

Sample Training Checklist

Sample Invoice Receipt for Property

Issuance and Acknowledgement of Items
• Definition: the act of transferring the custodianship of property from one person to
another
• Acknowledgement Receipt of Equipment (ARE): for IT equipment, library
books, etc.

o Preparation of the ARE shall be done per item
Procedures on Acceptance, Inspections, and Recording of Deliveries Frequently Asked

Questions (FAQ)
1. What does a school need to do before accepting equipment?

 Ensure that there are facilities ready to accommodate deliveries. If these are ICT
equipment, the school must have electricity. School readiness forms must be
submitted to the ICTU at the DepEd Central Office before being eligible to
receive DCP packages.
2. Who can accept the deliveries?

 The Supply Officer/Property Custodian or his/her authorized representative of the
school will accept based on technical specifications.
3. When and where can the deliveries be accepted?

 Acceptance of deliveries shall only be done on weekday, 8am-5pm.
 Deliveries will be accepted at the location indicated in the Purchase Order (P.O.)

or contract.
 Deliveries should be rejected if found to be not in accordance with these
conditions.
 In case of calamities, deliveries can be accepted by nearby schools, but only for
safekeeping.
4. What should be done if the supplier fails to deliver the items within the agreed time
period?
 Penalties shall be imposed on the supplier. This would usually come in the form
of Liquidated Damages. Once cumulative amount of liquidated damages reaches
10% of the contract, the procuring entity can cancel the contract.
5. After acceptance, what must be done with the deliveries?

 Inspection. The physical conditions of the items must be checked for damages,
or if they are brand new or used. The items must also be in accordance to what
is indicated in the P.O., following the exact quantity.
 Inspection can be done by item or by sampling
6. Who are authorized to inspect the deliveries?

 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 Parent-Teacher Association (PTA) or from a
nongovernmental organization (NGO).
 The Inspectorate Team and the Supply Officer / Designated Property Custodian
shall prepare and sign the Inspection and Acceptance Report (IAR).
 The Division ICT Coordinator shall facilitate the signing of Certificate of
Final Acceptance and Invoice Receipt of Property (IRP) for signature of
the Division Supply Officer and Schools Division Superintendent
7. What forms must be accomplished, and who shall accomplish them?

Form Prepared by Signed by
Delivery Receipt (DR) Supplier and DBM (if DBM is Supply Officer/Property
procuring entity) Custodian
Inspection and Acceptance Inspectorate team and Inspectorate team and
Report (IAR) Supply Officer/Property Supply Officer/Property
Custodian Custodian
Training Checklist Central Office School Head
Invoice Receipt of Property (IRP) Central Office School Head
Acknowledgement Receipt of Supply Officer/Property ICT Coordinator
Equipment (ARE) Custodian

Checklist of School DCP Processes


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Department of Education

DepEd Computerization Program (DCP)

Batch 29 Kinder to Grade 3

Batch 30 Grade 4 to Grade 6 (1 package)

Batch 31 Grade 4 to Grade 6 (2 packages)

Batch 32 Grade 4 to Grade 6 (2 packages + tablets)

Batch 33 Grade 7 to Grade 12

1 unit Printer with driver

1 unit Uninterruptible Power

42 units LED Monitor

4 sets Cat 5e Patch Cords

Windows Multipoint Server

Microsoft Office 2013

DepEd Computerization Program (DCP) Orientation Handbook Page 7

Ncomputing Virtualization Software

Equipment for Elementary Schools

DepEd Computerization Program (DCP) Orientation Handbook Page 8

1 unit 3-in-1 inkjet printer with

1 unit Uninterruptible Power

DepEd Computerization Program (DCP) Orientation Handbook Page 9

7 units - USB Keyboard and

1 set Patch Cords

DepEd Computerization Program (DCP) Orientation Handbook Page 10

1 unit multimedia speaker

1 unit Automatic Voltage

DepEd Computerization Program (DCP) Orientation Handbook Page 11

Operating System: Windows Multipoint

Microsoft Office 2013

DepEd Computerization Program (DCP) Orientation Handbook Page 12

Ncomputing Virtualization Software

DepEd Computerization Program (DCP) Orientation Handbook Page 13

As proof that the recipient school is ready to receive the DCP

DepEd Computerization Program (DCP) Orientation Handbook Page 14

1. The delivery truck arrives at the school.

None of the above means NO DELIVERY.

DepEd Computerization Program (DCP) Orientation Handbook Page 15

Figure 1. Supplier’s Tamper Sticker

PLEASE ENSURE THAT THIS STICKER IS NOT

DepEd Computerization Program (DCP) Orientation Handbook Page 16

DepEd Computerization Program (DCP) Orientation Handbook Page 17

Responsibilities of the supplier/manufacturer/contractor

To be done on weekdays “All supplies shall be

DepEd Computerization Program (DCP) Orientation Handbook Page 18

DepEd Computerization Program (DCP) Orientation Handbook Page 19

a. Inform the Supplier by calling/texting any of the numbers to be provided.

• Be present on the specified date and time of delivery.

• Inspect the boxes before receiving.

• Above all else, do not open the boxes.

• When signing documents, please print full names and designations.

3. If OK, ASP proceeds to the installation step.

DepEd Computerization Program (DCP) Orientation Handbook Page 20

• Be present on the specified date and time of unboxing.

• Ensure that all counterpart requirements have been completed.

Step by step installation

The installation can only proceed depending

4. The school must follow the prescribed eClassroom layout.

DepEd Computerization Program (DCP) Orientation Handbook Page 21

Suggested eClassroom Layout – Elementary