- DepEd Computerization Program (DCP)
- DepEd Computerization Program (DCP) Deployment Process Pre-delivery
- Delivery Procedure
The DepEd Computerization Program (DCP) aims to provide public schools with appropriate technologies that would enhance the teaching-learning process and meet the challenges of the 21st century.
The following are the objectives of the DCP:
Provide ICT packages to public schools that is responsive to the needs of the K-12 curriculum;
Integrate ICT in the teaching and learning process;
Raise the ICT literacy of learners, pupils, students, teachers and school heads;
Improve computer-to-student ratio in the public schools, and
Improve the replacement cycle of ICY packages.
The school must prepare the complete counterpart requirements as prescribed by DepEd Central Office:
Windows and Doors with grills
Proper electrical wirings and outlets duly certified by the Municipal/City Electrician
Provision of adequate security mechanisms
School Inspectorate team was organized
50 pieces mono chairs
At least 2 units of stand fan
Sufficient electrical lighting
1. The DepEd Central Office informs the regions through the regional IT Officer of the schedule of deliveries for the recipient schools. 2. The supplier informs the division offices and recipient schools of the schedule of deliveries.
The delivery truck arrives at the school.
The delivery personnel looks for the one of the following school representatives to receive the items in the following order:
Authorized representative (with authorization letter)
None of the above means NO DELIVERY.
If property custodian will receive the items, he/she needs to present Front and Back photocopy of their School ID / DepEd ID
If the authorized representative will receive the items, he/she needs to present the following:
Authorization Letter signed by the Property Custodian
Front and Back photocopy of the Property Custodian’s School ID / DepEd ID
Front and Back photocopy of the representative’s School ID / DepEd ID
The delivery personnel unload the items in the secure room provided by the school.
The property custodian or his/her authorized representative inspects the BOXES ONLY for signs of tampering, mishandling or damages.
Look for the tamper sticker and make sure that it is not torn or removed in any way.
If the boxes are OK, school representatives sign the Forwarding Bill.
Responsibilities of the supplier/manufacturer/contractor
The delivery must be within the specified period at the location/s indicated in the P.O. or contract.
Delivery must be done on weekdays between 8am to 5pm.
The delivery must be in accordance with technical specifications, terms, and conditions.
In case of calamities, deliveries can be accepted by nearby schools, but only for safekeeping.
If the boxes are NOT OK, the inspectorate team should do the following:
Inform the Supplier by calling/texting any of the numbers to be provided.
Inform your Division ICT Coordinator regarding the concern.
Make a note in the Airway Bill of the observed problems.
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.
The Supplier’s Authorized Service Partner (ASP) calls the recipient school to schedule unboxing, installationand training dates.
The ASP arrives onsite on the scheduled date and proceeds to inspect the delivered items:
ASP inspects the condition of the outside box for tampering, mishandling, damage.
ASP opens the boxes and inspects the condition of items and completeness of items, accessories and other peripherals such as product manuals.
If OK, ASP proceeds to the installation step.
Be present on the specified date and time of unboxing.
Ensure that all counterpart requirements have been completed.
Step by step installation
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.
After installation, the ASP tests the equipment to ensure all are working and compliant with the technical specifications.
The school must already be prepared with the complete counterpart requirements as prescribed by DepEd Central Office (refer to Pre-delivery)
The school must follow the prescribed e-Classroom layout.
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.
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.
Methods of Property Inspection
Inspection by Sampling – Usually, 10% of the entire group is used for sampling
Random Sampling – Samples from the delivered group are chosen at random for testing
Interval Sampling – After a certain number of items are counted, a sample is chosen for testing. For example, when going through a delivered set of laptops arranged in a line, every 10th laptop is chosen for testing.
Inspection by Item – Individual items are checked for conformity to required specification.
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 the serial number/s, brand name, model, point of origin, patent number.
The Inspection Committee
The School Principal shall constitute an Inspection Committee consisting of two (2) school personnel and one (1) representative coming from PTCA/NGO.
The Inspection Committee must have a copy of the Inspection and Acceptance Report (IAR) and the Serial Number Checklist.
Inspectors should be familiar with the equipment technical specifications and quantity prior to conducting the inspection.
Things to remember during inspection
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
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.
Check the documents submitted for completeness and authenticity prior to inspection
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.
Take note of the receipt of the Property/Supply Unit, the place and date of delivery.
If there is 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.
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.
Conduct physical inspection of the items delivered. Count the items delivered and check with the required quantity
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.
Determine whether it is brand new, reconditioned or rebuilt.
Take note of the serial number, product number, point of origin, specifications in accordance with the brochure and accessories that go with the equipment.
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.
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.
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.
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.
Check the inclusion of warranty certificate and instructional manual.
Prepare the Inspection and Acceptance Report immediately after inspection for submission to the Supply Officer for acceptance.