Instructions in Filling Up Prework Templates Final
Instructions in Filling Up Prework Templates Final
Instructions in Filling Up Prework Templates Final
In preparation for the upcoming Training-Workshop on Department of Education (DepEd) Personnel Audit FY 2024,
all DepEd Regional Offices and Schools Division Offices are required to accomplish the following templates prior the
conduct of the workshop:
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Step 3: Select the appropriate response on PRIME-HRM Level II status of your office
Step 4: Enter the required information for COLUMNS A-G, I-K and M-O. Copy and paste options may be used
except for columns A (Position Status), column H (School Name) and column L (Period Dormant). Do not cut
any of the cells as the data validation/formulas may be corrupted.
e. 4.1 For column A, no action is required as this is automatically generated based on the response provided
in the next columns. Please do not edit this column.
4.2 For column B, list down all Item Numbers of all authorized positions under your Region/SDO based on
your office’s Personal Services Itemization and Plantilla of Personnel (PSIPOP). For SDOs, to include item
numbers of authorized positions under schools under their jurisdiction, both implementing units (IUs) and
non-implementing units (non-IUs). Note: Duplicate values will be highlighted in red for your review and
correction.
4.3 For column C, enter the full name of incumbent occupying the Plantilla Item Number following the
format: Last name, First Name, Middle Name. Middle name must be spelled out.
Sample: Dela Cruz, Juan Jr. Santos
4.4 For column D-F, if the item is currently filled-up, enter the incumbent’s date of birth, original
appointment and date of last promotion following the format: MM/DD/YYYY.
Sample: 06/04/1996 for June 4, 1996
Note: Date of birth, original appointment and date of last promotion equal to and over the mandatory
age of retirement shall be highlighted in yellow for correction.
4.5 For column G, if the authorized item is a school-based position, enter/select the school ID of its school
assignment based on BEIS.
s
4.6 For column H, this is an auto-generated column. The corresponding school name shall be reflected
based on the school ID provided. DO NOT EDIT THIS COLUMN.
4.7 For column I, if the incumbent is reassigned or deployed, enter the actual office assignment with the
following format: RO-SDO-Name of Office School
Sample: NCR-Pasig-HRDD
RO IV-A-Bacoor-San Nicholas HS
4.8 For column J, based on the approved Rationalization Plan/Staffing Pattern, select the status of the
item: Regular (RR), Coterminous to the official/appointing authority (CT), Coterminous to the incumbent
(CTI).
4.9 For column K, if the item is currently unfilled, enter the date of vacancy following the format:
MM/ DD/YYYY
Sample: 04/10/2024 for April 10, 2024
5.0 For column L, this is an auto-generated column. The period of dormancy for vacant items shall be
automatically computed. DO NOT EDIT THIS COLUMN.
5.1 For columns M-N, select the pre-identified reasons for vacancy:
column M – generic reasons
column N – specific reasons based on selection in column L
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5.2 For column O, if “Other Reasons” is selected in column L, please provide the specific reasons,
comments, or justifications for the unfilled item which is not included in the pre-identified generic
reasons.
3.1 For column B, select the appropriate office assignment (governance level).
3.2 For column C, if the non-plantilla personnel are currently reporting to the school, enter/select the
school ID of its school assignment based on BEIS.
3.3 For column D, this is an auto-generated column. The corresponding school name shall be reflected
based on the school ID provided. DO NOT EDIT THIS COLUMN.
3.4 For column E, select the nature of work based on his/her current position (refer to the HR Data
Template Data Field Guide below)
3.5 For column F, enter monthly compensation in figures (excluding other monetary benefits).
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3.6 For column G, select the fund source for the payment of salaries.
3.7 For column H, enter the full name engaged COS/JO/Casual/Contractual/LGU funded personnel
following the format: Last name, First Name, Middle Name. Middle name must be spelled out.
Sample: Dela Cruz, Juan Jr. Santos
3.8 For column I & K, enter date of birth and date of First Day of Service (FDS) following the format:
MM/ DD/YYYY
Sample: 06/04/1996 for June 4, 1996
For FDS, enter the date of original date of engagement (first entry) of the personnel regardless of gap
in service.
3.10 For column L, enter total years in service excluding gaps (if any)
Once completed, save file with the following format: HR Data Templates-RO-SDO-Date completed (Sample: HR Data
Templates-RO2-CAGAYAN-04152024) and upload at https://tinyurl.com/DPA-2024-Prework under the Accomplished
Pre-Work Templates Folder before the conduct of your scheduled workshop. Additional instructions will be provided
during the workshop proper.
Should you have further clarifications/inquiries on the filling-up of the template, you may refer to the HR Data
Templates Data Field Guide below or you may contact the BHROD-Personnel Division via email at
bhrod.pd@deped.gov.ph or call us at (02) 8633-9345 or (02) 8633-6682.
Thank you.
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HR DATA TEMPLATES DATA FIELD GUIDE
Sample:
Dela Cruz, Juan Jr. Santos
Refers to employee’s birthdate
following the given format:
MM/ DD/YYYY
D DATE OF BIRTH None: Data entry required
Sample:
June 4, 1996 = 06/04/1996
Refers to employee’s date of original
appointment following the given
format:
ORIGINAL
E MM/ DD/YYYY None: Data entry required
APPOINTMENT
Sample:
March 29, 2023 = 03/29/2023
Refers to employee’s date of last
promo on following given format:
MM/ DD/YYYY
Sample:
DATE OF LAST
F April 1, 2024 = 04/01/2024 None: Data entry required
PROMOTION
Note: For those not promoted since
date of original appointment, the
entry shall be the same as indicated in
Column D.
Required for teaching and school
based authorized posi ons. This
Dropdown list of available School
G SCHOOL ID refers to the school’s unique
IDs per Division / Office
iden fica on number in the Basic
Educa on Informa on System (BEIS).
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Refers to the name of the school
a ached to the school ID provided in
Column G.
Automa cally generated based on
H SCHOOL NAME
This column is automa cally the school ID provided.
populated.
Format:
I ACTUAL DEPLOYMENT RO-SDO-Name of Office/School None: Data entry required
Sample:
NCR-Pasig-HRDD
RO IV-A-Bacoor-San Nicholas HS
Dropdown list:
Refers to employee’s item status RR – Regular item
based on the Ra onaliza on Plan or CT – Coterminous to appoin ng
J TAGGING OF ITEM
the Approved Staffing authority or official
Pa ern/Complement. CTI – Coterminous to the
Incumbent
Refers to date when the item became
vacant using the following give
format:
MM/ DD/YYYY
K DATE OF VACANCY None: Data entry required
Sample:
April 10, 2024 = 04/10/2024
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Template B: NON-PLANTILLA PERSONNEL DATA FIELDS
(Contract of Service, Job Orders, Casual, Contractual, and LGU Funded)
Column Required Data Descrip on Available Template Op ons
Dropdown list:
Central Office
Refers to employee’s place of office Regional Office
B OFFICE ASSIGNMENT
assignment (governance level only) Schools Division Office
School
Sample:
Dela Cruz, Juan Jr. Santos
Refers to employee’s birthdate
following the given format:
MM/ DD/YYYY
I DATE OF BIRTH None: Data entry required
Sample:
June 4, 1996 = 06/04/1996
Dropdown list:
Refers to employee’s sex assigned at
J SEX Male
birth
Female
Refers to the original date of
K FIRST DAY OF SERVICE engagement in your office regardless None: Data entry required
of gap in service. (First entry)
Refers to the total years in service
L YEARS IN SERVICE None: Data entry required
excluding gaps
Dropdown list:
Daily
Weekly
Monthly
Refers to the terms/period of contract
M CONTRACT DURATION 3-month period
dura on.
6-month period
9-month period
Yearly
Others
Dropdown list:
Casual
STATUS OF Refers to the status of engagement Contract of Service
N
ENGAGEMENT with DepEd Contractual
Job Order
LGU Funded
Note: Selection of Regional Office and Schools Division Office information is required prior to accomplishing the
template.
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