USER GUIDE
P RE P A R E D F O R D EP A RT M E NT OF BU D GE T A ND M AN AG E M ENT
ELECTRONIC UPDATING OF PSIPOP BASIC USER GUIDE
VERSION : PSIPOP-UGUIDE-001 DATE: APRIL 22, 2009
Approver Name
Title
Signature
Date
Prepared by:
ELECTRONIC UPDATING OF PSIPOP BASIC USER GUIDE
TABLE OF CONTENTS
1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 OBJECTIVE ..1 WHAT IS WINZIP.................................................................................................1 HOW TO INSTALL WINZIP ...............................................................................1-9 HOW TO COMPRESS FILES......................................................................... 100-12 HOW TO EXTRACT A ZIP FILE .................................................................... 133-14 HOW TO RETRIEVE PSIPOP EXCEL FILES ................................................... 13-19 HOW TO VALIDATE PSIPOP EXCEL FILES ................................................... 20-22 HOW TO UPLOAD PSIPOP EXCEL FILES.23-25 FILLED/UNFILLED POSITION REQUIRED FIELDS...26 EXCEPTION REPORT ERROR MESSAGES..27-29
ELECTRONIC UPDATING OF PSIPOP BASIC USER GUIDE
1.0 OBJECTIVE
The purpose of this document is give a simple and intuitive explanation of how to grasp the basics of the WINZIP tool and Upload Utility of the GMIS application. It is recommendable to keep these instructions as they will be useful to compress and decompress excel files, download extracted PSIPOP excel files and serve as reference of the error messages encountered during validation. This project called Electronic Updating of PSIPOP is a joint project of Department of Budget and Management (DBM) and Department of Education (DECS).
2.0 WHAT IS WINZIP
WinZip is a commercial program for compressing and decompressing files. WinZip allows you to compress one or more files to transfer files more quickly, optimize storage of files, etc. Compressed files contain one or more files. Files in ZIP format compress the data and therefore save space and time when downloading files and sending them via email as the size is reduced.
3.0 HOW TO INSTALL WINZIP
To compress and decompress files, the program WinZip must be installed. If you do not have this program installed, go to http://download.cnet.com/WinZip/3000-2250_4-10003164.html on which the Winzip 12.0 evaluation version can be downloaded that allows the user to try the product for 45 days , or you can purchase the full version. In this example , we will describe the steps for downloading and installing the evaluation version of the software, in this case Winzip 12.0 : 1. 2. Go to http://download.cnet.com/WinZip/3000-2250_4-10003164.html Click Download Now from the web page encircled below.
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3.
If downloading doesnt start, click the link encircled below.
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4.
Click the Save button on the window shown below.
5.
Save the winzip installer to the desired path.
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6.
Double click the downloaded winzip120 installer . Click the Run button from the window shown below.
7.
Click Setup.
8.
Click Next.
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9.
Choose I accept from the options given, then Click Next.
10.
Click Next.
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11.
Click Next.
12.
Click Next.
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13.
Click Next, then wait until the installation procedure is finished.
14.
Click Next.
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15.
Click Next.
16.
Click Next.
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17.
Click Finish.
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4.0 HOW TO COMPRESS FILES
To compress files, follow the steps below: 1. Find the file(s) or folder to compress. In this case the folder is called Office of the Secretary Proper and is stored in C:\Extracted Files\CO.
2. Right click on the folder and select Winzip > Add to Office of the Secretary Proper.zip 3. A window shown below will appear. Click Use Evaluation Version command button.
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You can also compress it by clicking on Add to Zip File following the steps given below: 1. Right click on the folder and select Add to Zip File as shown in the image below:
2.
A window shown below will appear. Click Use Evaluation Version command button.
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3.
The following window will appear as shown below:
4. 5.
Click on Add. After completing the steps, the file Office of the Secretary - Proper .zip is created in C:\Extracted Files\CO directory.
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5.0 HOW TO EXTRACT A ZIP FILE
We will now describe the inverse process, i.e., the steps to follow to decompress the previously compressed Office of the Secretary - Proper .zip file. 1. Right-click on the Office of the Secretary - Proper .zip file and select Extract to Office the Secretary Proper\ as shown below:
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2.
After completing extraction process, the Office the Secretary Proper folder is created in C:\Extracted Files\CO directory as shown below:
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6.0 HOW TO RETRIEVE PSIPOP EXCEL FILES
Here are the steps to follow to retrieve the PSIPOP extracted files sent by DBM Central Office technical staff: 1. Open your Internet Explorer. 2. Type http://dbmmail.in.dbm.gov.ph/ on the address bar .. 3. A web page shown below displays on the screen. Click Mail.
4. Enter your username and password to the window shown below. For your default password, ask BISS IT personnel.
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For reference, here is the list of DBM email addresses: REGION Central Office National Capital Region Region I Cordillera Administrative Region Region II Region III Region IV-A Region IV-B Region V Region VI Region VII Region VIII Region IX Region X Region XI Region XII CARAGA ARMM USER NAME [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]
5. Go to Inbox and open your mail regarding PSIPOP. The email is similar to the one shown below .
popco opco/dbm/ph 04/20/2009 11:03 AM
To [email protected], [email protected], [email protected], [email protected] cc bcc Subject PSIPOP Files - Office of the Regional Director
Maam/Sir: Attached herewith are the compressed files for the PSIPOP Updating. Please follow the following procedure:
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Note: If you find difficulty in following the procedure, please ask for assistance from your IT department. 1. 2. Download the attached files to your hard disk or any storage like USB drive. Save them to a folder say C:\PSIPOP. If you dont have compression software installed, please install one. The most popular are WinZip and WinRAR. Please follow the links below to download installation software: a. b. For WinZip, http://download.cnet.com/WinZip/3000-2250_410003164.html For WinRAR, http://download.cnet.com/WinRAR/3000-2250_410007677.html
3.
4.
5.
Go to the folder where you saved the file. Open the PSIPOP file named Office of the Regional Director.zip by double-clicking on the file. The compression program (WinZip or WinRAR whichever is installed) will open. If it is not licensed, select Use Evaluation button on the window which appears to continue. Select Extract on the Menu and accept the defaults on the next window that will appear and click the Extract button. You should now see the MS Excel files for the School Division and the Secondary Schools. Extract also the Other Files.zip and fill-up the Acknowledgment Receipt and send it to the DBM Regional Office cc this sender.
Below is the contact directory of the DBM Regional Offices for your reference: Contacts Local (Trunkline: 02490-1000) 7507 8001; 8002 8101; 8102 8161; 8162 8131; 8132 8201; 8202 8011; 8012 8031; 8032 8231; 8232 8301; 8302 8331; 8332 8401; 8402 8431; 8501; 8531; 8601; 8631; 8432 8502 8532 8602 8632
Region CO NCR Region I CAR Region II Region III Region IV-A Region IV-B Region V Region VI Region VII Region VIII Region IX Region X Region XI Region XII CARAGA
Direct Line (02) 735-4887; 735-4883 (02) 736-1807 (072) 441-3352; 888-4661 (074) 442-4731; 443-3461 (078) 844-1338; 844-1084 (045) 961-7050; 961-2022; 961-7047 (02) 736-1230; 736-1285; 7361284 (02) 374-7270; 374-7268 (052) 482-0176; 482-0175; 482-5445; 482-0494 (033) 335-0354; 338-0864 (032) 256-1962; 256-1963; 256-1964 (053) 321-2705; 321-2327; 523-7688 (062) 992-2505; (088) 350-1794; 856-3719 (082) 297-3323; 297-4321 (083) 228-3818 (085) 341-5932; 342-1227
E-Mail Address for PSIPOP [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]
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Thanks, ----------------------------------------------------Ma. Lourdes Baguio Information Systems Analyst III Budget Information Systems Service Department of Budget & Management Tel. No. (02) 735-4887 Trunkline: (02) 490-1000 local 7507
Office of the Regional Director.zip
Type: application/zip Name: Office of the Regional Director.zip
Other Files.zip
Type: application/zip Name: Other Files.zip
NOTE : There are two(2) attached ZIP files in your email. For this particular email, Office of the Regional Director.zip contains the files for DEPED Regional Office while Other Files.zip contains the acknowledgement receipt, reference tables and list of new schools forms. PSIPOP for DEPED Division office contain elementary division and all secondary schools under it. DBM ROs must check the acknowledgment receipts returned by DEPED RO and DO. Acknowledgment receipt contain the status of file downloading whether it succeeds or fails.
6. Download the attached ZIP files. Click Save to save the ZIP file to the chosen pathor directory. It is recommended to use the default filename of the ZIP file when downloading the file.
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7. Decompress the downloaded ZIP files. Please refer to pages 15-16 for the steps of extracting the compressed files.
NOTE : DBM ROs must check the completeness of the extracted PSIPOP excel files of their respective DEPED ROs and DOs. For any problem, please coordinate to BISS IT personnel.
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7.0 HOW TO VALIDATE PSIPOP EXCEL FILES
Here are the steps to follow to validate consolidated PSIPOP edited files sent by your respective DEPED Regional Offices: 1. Download the attached ZIP files from your email. Please refer to pages 16-21 for the steps of downloading the excel files. 2. Log in to GMIS application. 3. Go to Tools > PSI > Upload Utility. A window shown below appears on the screen.
4. Click Add Files button to add the PSIPOP excel file to be validated. Select the file from the given path or directory from the window shown below.
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To remove one or all of the files added to the list , highlight the filename from the list, then click Remove Files button. To remove all of the files from the list , click the Clear File List button. 5. Click Validate Files button to start the validation process. A confirmation messagebox appears on the screen. Click Yes to start validation or No to cancel.
A messagebox shown below displays after finishing the validation process. Click OK to close the messagebox.
6. Click Save Log button to save the exception report to the desired path or directory. It is recommended to save the report using the format below as its filename : <validated filename>_exceptionreport_mmddyyyy but is optional.
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Click the Close Log button to close the exception report window. Click the Print Log button to print the exception report. Click Close to close the Upload Utility window. 7. Compress the exception reports generated for DEPED Regional Office and DEPED Division Office. Please refer to pages 11-15 for the steps of compressing files. Email the compresed exception report to DEPED RO and DEPED DOs.
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8.0 HOW TO UPLOAD PSIPOP EXCEL FILES
Here are the steps to follow to upload the final version of the PSIPOP edited files sent by your respective DEPED Regional Offices. Upload button by default is disabled until all the errors of the excel files are corrected. 1. 2. 3. Download the attached ZIP files from your email. Please refer to pages 16-21 for the steps of downloading the excel files. Login to GMIS application. Go to Tools > PSI > Upload Utility. A window shown below appears on the screen
4.
Validate the file. Please refer to pages 21 23 for the steps of validation.
NOTE : Before you click the Upload Files button, this is the checklist to be done on the header of the exception report shown below: Remarks must be Successful. Total Records must be the same as the Auth. Pos. Invalid Records must be zero(0) Not Found in GMIS must be zero(0) Not Found in File must be zero(0) Allowed Invalid Records can be zero(0) or greater than zero(0) provided that DEPED unit concern submits proper documentation to DBM ROs to allow exceptions
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5.
Click Upload Files button to start updating. A confirmation messagebox appears on the screen before the start of the update process. Click Yes to start updating or No to cancel.
6.
A messagebox shown below displays to inform the user that the updloading process is finished.
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For reference, the upload log can be generated in GMIS. Here are the steps to follow: 1. Go to Reports > Exception Reports > PSIPOP Upload. 2. Select the upload date and time from the Upload List window, then click OK.
3. The upload log report shows the exception report of the uploaded file.
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9.0 FILLED/UNFILLED POSITION REQUIRED FIELDS
Below is the table of fields necessary to be filled up if the position is identified as field position or if unfilled, the fields necessary to be emptied and filled up.
IF POSITION IS COLUMNS FILLED ITEM NUMBER POSITION TITLE and SALARY GRADE AUTHORIZED SALARY ACTUAL SALARY STEP AREA CODE AREA TYPE LEVEL P/P/A ATTRIBUTION LAST NAME FIRST NAME MIDDLE NAME SEX DATE OF BIRTH TIN DATE OF ORIGINAL APPOINTMENT DATE OF LAST PROMOTION / APPOINTMENT STATUS CIVIL SERVICE ELIGIBILITY REMARKS UNFILLED
LEGEND: DO NOT EDIT ENTER VALUE ENTER 0 ENTER 1 BLANK ONLY
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10.0
EXCEPTION REPORT ERROR MESSAGES
ERROR MESSAGE
CAUSE
ACTION TO BE TAKEN
Actual salary does not correspond with the step increment Actual salary is beyond 8th step Area Code <value> with Area Type <value> does not exist Area Code is required
Actual Salary column does not contain the correct amount based on the given salary grade and step increment Actual Salary is greater than the actual salary defined on the 8th step of a particular salary grade Area Code column contains invalid area code based on the given area type Area Code column is blank or empty Area Type column is blank or empty Eligibility column contains invalid eligibility code
Refer to Salary Rate worksheet of the Reference Table file Ask for proper documentation from the agency to justify the given actual salary Refer to Area Code_Area Type worksheet of the Reference Table file Enter the correct and valid area code based on the Area Code_Area Type worksheet of the Reference Table file Enter the correct and valid area code based on the Area Code_Area Type worksheet of the Reference Table file Refer to Eligibility worksheet of the Reference Table file or Enter the new eligibility code and put the eligibility description in the 'Remarks' column of the PSIPOP file Enter the correct and valid civil service eligibility code based on the Eligibility worksheet of the Reference Table file Ask for proper documentation from the agency to justify such appointment Enter Last Promotion Date not earlier than Date of Original Appointment Enter the correct Last Name, First Name and Middle Name of each incumbent Enter the unique TIN for each incumbent Check the missing or added item nos. on the file. Addition or deletion of item nos. is not permitted Enter the correct first name of the incumbent
Area Type is required
Civil Service Eligibility <value> does not exist
Civil Service Eligibility is required Date of Appointment not at least 18 years from the birthdate of the incumbent Date of original appointment is greater than date of last promotion Duplicate Incumbent Name Duplicate Tax Identification Number Duplicate Unique Item Number First Name is not valid
Civil Service Eligibility column is blank or empty Age of the incumbent is greater than or equal to 15 years old but less than 18 years old Last Promotion Date is earlier than Date of Original Appointment There are multiple item nos. with the same names TIN is assigned to more than one incumbent An item no. can be found in multiple rows or lines on the file All characters of the First Name column are the same
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ERROR MESSAGE
CAUSE
ACTION TO BE TAKEN
First Name is required
First Name column is blank or empty First Name is only 1 character First Name column contains numbers or special characters other than dash (-) Gender column is blank or empty Age of the Incumbent is greater than or equal to 65 years old Incumbent Status column contains invalid status code Status column is blank or empty
Enter first name of the incumbent using only the following valid characters:(A-Z);(a-z)(, , -) Enter First Name of more than 1 character Enter first name of the incumbent using only the following valid characters:(A-Z);(a-z)(, , -) Enter Gender using 'F' for 'Female' or 'M' for 'Male' Ask for proper documentation from the agency if there is an extension of service, else unfilled the position Refer to Incumbent Status worksheet of the Reference Table file Enter the correct and valid status based on the Incumbent Status worksheet of the Reference Table file Ask for proper documentation from the agency to justify such appointment Enter Actual Salary using numeric value only ,i.e, 0-9 Enter Date of Birth with an mm/dd/yyyy date format Invalid age. Age of the incumbent must be at least 15 years old and above but less than or above 65 years old provided that proper documentation will be submitted by the agency for such exceptions Enter Invalid Date of Original Appointment with an mm/dd/yyyy date format Enter Gender using 'F' for 'Female' or 'M' for 'Male' Enter Last Promotion Date using mm/dd/yyyy date format Enter Step Increment from 1 to 8 range only
First Name is too short First Name should not contain numeric or special characters Gender is required Incumbent is already <value> years old Incumbent status <value> does not exist Incumbent status is required
Incumbent under 18 years old Invalid Actual Salary Invalid Birthdate Invalid date of birth
Age of the incumbent is greater than or equal to 15 years old but less than 18 years old Actual Salary column contains a non numeric value Date of Birth column contains an invalid date format Age of the incumbent is less than 15 years old
Invalid Date of Original Appointment Invalid Gender Invalid Last Promotion Date
Invalid Date of Original Appointment column contains an invalid date format Invalid gender code used Last Promotion Date is blank or empty or does not conform to the valid date format which is mm/dd/yyyy Step Increment is blank , empty or out of step 1-8 range
Invalid Step Increment
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ERROR MESSAGE
CAUSE
ACTION TO BE TAKEN
Invalid TIN Last Name is required
TIN column is less than 12 digits or non numeric value Last Name is blank or empty
Enter TIN using #########000 format which # is any number from 0-9 Enter last name of the incumbent using only the following valid characters:(A-Z);(a-z)(, , -) Enter Last Name of more than 1 character Enter middle name of the incumbent using only the following valid characters:(A-Z);(a-z)(, , -) Enter Middle Name of more than 1 character Enter middle name of the incumbent using only the following valid characters:(A-Z);(a-z)(, , -) Enter Actual Salary using Salary Rate worksheet of the Reference Table file Actual Salary greater than zero(0) must have entered values from Last Name(J) column to Remarks(T) column Refer to Position Level worksheet of the Reference Table file Enter valid position level code using the Position Level worksheet of the Reference Table file Enter TIN using #########000 format which # is any number from 0-9 Database issue.
Last Name is too short Middle Name is required
Last Name is only 1 character Middle Name is blank or empty
Middle Name is too short Middle Name should not contain numeric or special characters No actual salary with incumbent No incumbent with actual salary Position Level does not exist Position Level is required
Middle Name is only 1 character Middle Name column contains numbers or special characters other than dash (-) Filled position but with blank, empty or zero(0) amount in the Actual column Last Name(J) column to Remarks(T) column is blank or empty Position Level column contains invalid position level code Position Level is blank or empty
TIN is required Unable to get salary rate from salary table
TIN is blank or empty Error in retrieving salary from the salary reference table
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