TESDA Circular

SUBJECT: Implementing Guidelines on the Pilot No. 00 Li s. 2022

Implementation of the Biometric-Enabled Page I of 4 pages
Scholarship Registration System (BSRS)
Date Issued: Effectivity: Supersedes:
January 17, 2022 As Indicated

In the interest of the service and in line with continuous improvement in the
management and strengthening the integrity of the scholarship program that aims to
address equity and access by providing direct financial assistance to deserving TVET
enrollees across all regions in the country, the following guidelines on the pilot
implementation of the Biometric-enabled Scholarship Registration System or BSRS are
hereby issued.

I. Background

TESDA is created and mandated to manage and supervise technical education and
skills development in the country. Its mission is to set directions, promulgate relevant
standards, and implement programs geared towards a quality-assured and inclusive
technical education and skills development and certification system. Relative to this
mission is the establishment of Scholarship Programs in TESDA. This has led to the
coexistence of its scholars, private and public institutions as training providers, and
accredited Trainers for its implementation.

To this day, continued improvements on TESDA's systems and processes were

prescribed in this implementation including ensuring funds for the purpose of
Scholarship Programs are appropriately utilized. However, noted matters of concern
based on validations of the implementation activities over the years are: wrong
entries in the system, duplicated names, multiple availments of programs, fictitious
names, among others surely required an appropriate solution.

The current information system used in monitoring these programs lacked the
features to recognize the applicant's (Scholars) availability or existence. In the
absence of a feature in which no image is captured to validate, duplicate entries may
be entered if only a few strokes were altered. Another feature to validate availability
or existence is attendance.

With the matters to be resolved and the limitations of the current system, it became
imperative that TESDA is required to have a system that both had these added main
features: the capture of facial recognition and attendance. This is in addition to
adopting and implementing stricter system processes to ensure an improved and
more credible system for TESDA's Scholarship Programs.

II. Objectives

The BSRS is a control mechanism to ensure that the scholarship programs being
implemented are based on the approved qualification maps by introducing facial
recognition biometric technology into the scholarship registration and attendance
system. It has the following objectives:
 TESDA Circular
SUBJECT: Implementing Guidelines on the Pilot No. 0 0 ,I s. 2022
Implementation of the Biometric-Enabled Page 2 of 4 pages
Scholarship Registration System (BSRS)
Date Issued: Effectivity: Supersedes:
January 17, 2022 As Indicated
Improve the scholarship registration end-user experience by allowing for
ubiquitous registration by using any computing device (desktop or mobile
computers and handsets) connected to the internet, using the device's camera.

2. Improve stakeholder experience by offering an alternative facility to school

administrators to submit validated reports, including their utilization, class
schedules, and attendance sheets.

3. Improve the capability of TESDA officials to detect fraudulent scholarship claims

by providing a computing system with a rules-based risk assessment module for
scholarship applicant profiling.

4. Increase the efficiency of investigations into scholarship applications by

instituting a Management by Exception (MBE) mechanism into the scholarship
profile investigation process.

5. Increase the capability of TESDA officials to monitor in real-time the attendance

of scholars, and classes being conducted.

6. Improve the quality of TVET programs by ensuring that only certified instructors
can start and end the classes and programs.

III. Scope and Coverage

These guidelines shall serve as the basis for the pilot implementation of the BSRS
to the selected TESDA Institutions from the registration of students to enroll in a
training schedule of the program, to the approval of the registration and the
attendance taking using the biometrics of the scholars.

1. The following training institutes from regions NCR and CAR shall participate in
the pilot testing starting January 25 — February 23, 2022:

Region Institutions
National Capital Region TESDATESDA Women's Center (TWC)
(NCR) MUNTIPARLASTAPAT District Training and
Assessment Center (MDTAC)
District Training Center-Pasay/Makati
Regional Training Center-NCR
Cordillera Administrative
Regional Training Center-CAR
Region (CAR)

2. The training institutes that shall participate in the pilot testing shall identify two
(2) training programs scheduled for the duration of the pilot testing. These
programs should have an approved Regional Qualification Map (RQM).
 TESDA Circular
SUBJECT: Implementing Guidelines on the Pilot No. 00 g s. 2022
Implementation of the Biometric-Enabled Page 3 of 4 pages
Scholarship Registration System (BSRS)
Date Issued: Effectivity: Supersedes:
January 17, 2022 As Indicated
3. The pilot implementation shall cover the following processes:

Refer to Annex A on the deployment procedure.

3.1. Registration of student
3.2. Verification and approval of an application through risk management
3.3. Enrollment of students/learners
3.4. Start of training schedule
3.5. Attendance taking

4. Since this is a pilot test activity, the reports produced by BSRS are considered
unofficial. Thus, the training institutes must still comply with the mandated
standard operating procedures such as but not limited to:
4.1. Uploading scholars list in T2MIS
4.2. Producing signed attendance sheets, and, etc.

The use of BSRS shall be in parallel with some of these "manual" processes.

5. The following personnel shall participate in the pilot-testing of BSRS:

Refer to Annex B for the details of the conduct of pilot testing.

5.1. School Administrators/Registrars
5.2. Trainers of identified programs
5.3. Scholars of identified programs
5.4. Provincial Office Focal Persons of MUNTIPARLAS TAPAT, PASMAK and
Baguio
5.5. Regional Office Focal Persons of NCR and CA

6. The list of users and the identified training schedules shall be submitted by
the Regional Office to ICTO on or before January 19, 2022. The same shall
attend the Pilot Users Training on January 20-21, 2022 via Zoom.

7. The pilot implementation shall be subjected to review and evaluation after a

period of one (1) month from the issuance of this Circular.

IV. Timelines

Schedule Duration Activity

January 20 — January 21 2 days Pilot Users Training for
selected Institutions of NCR
and CAR
January 25 — February 23 1 month Pilot Testing NCR and CAR
with actual trainer and
students
January 25 — March 1 2 months Registration of biometrics of
all Trainers
 TESDA Circular
SUBJECT: Implementing Guidelines on the Pilot No. 0 0,1 s. 2022
Implementation of the Biometric-Enabled Page 4 of 4 pages
Scholarship Registration System (BSRS)
Date Issued: Effectivity: Supersedes:
January 17, 2022 As Indicated
January 27 1 day Nationwide Training for RO
and PO
January 28 1 day Nationwide Orientation for
TTIs and TVIs
February 1 - onwards Registration of Students
I January 31 — February 1 2 days Nationwide Deployment
(Seminar via Zoom with 1000
anticipants)
March 1 Full deployment of the
system

The Regional/Provincial Office shall be in-charge in facilitating the deployment of the

system to their respective institutions with the assistance of ICTO.

V. Support Service

1. The support service shall be provided by the developers as part of their

deliverables.

2. The service shall be 12 hours x 6 days (Monday to Saturday) email support for
all users of BSRS through bsrs-supporttesda.gov.ph.

3. A knowledgebase website shall be provided containing the Frequently Asked

Questions (FAQs), User Manuals. and the Tutorial Videos. The Knowledge-
based website may answer a particular query or add on the FAQs those
issues/concerns already raised /resolved in the chat support group or from the
e-mail channel.

VI. Monitoring

The Scholarship Management Division (SMD) of the Regional Operations

Management Office (ROMO), in coordination with the Information and
Communications Technology Office (ICTO), shall prepare an evaluation report after
the pilot implementation period of the program.

The ICTO shall assist the SMD-ROMO on the technical aspect of the pilot
implementation.

VII. Effectivity

This Circular shall take effect as indicated.

SEC. I IDRO S. LAPENA, PhD , CSEE

Director General '
 Republic of the Philippines
TECHNICAL EDUCATION AND SKILLS DEVELOPMENT AUTHORITY
ISO 9001: 2015 Certified

Annex A

Deployment Procedures

1.Registration

1.1. There are 2-way of registration:

1.1.1. The student/learner shall create an account on the 8website. Verify
the account and proceed to 9 step Registration (Learners Profile
Form or MIS 0301).

1.1.2. The Provincial Office may also upload the list of identified scholars.
The system will automatically send a notification to the scholars
through the emails provided. The scholars shall verify the email and
proceed to the 9-step Registration in Step1.1.1.

1.2. The student shall wait for the notification that the registration application
to a scholarship program will be approved.

2. Verification and Approval

2.1. The institution shall verify the documents submitted by the

students/learners and approve the registration. Any actions taken to the
registration shall notify the users through email.

2.2. The Provincial Office Focal Person shall verify the list of student profiles
with risks. The students/learners with no risks in the registration shall be
automatically approved.

3. Enrollment of Students/Learners

3.1. Once registration is approved and documents are completely submitted,

the registrar shall enroll the students/learners in the scholarship program.

3.2. The registrar can change the listed enrollee/s five (5) days from the start
of the training schedule.

4. Attendance

4.1. The students/learners shall asynchronously join in and out of the class for
morning and afternoon sessions using their biometrics.

There shall be a PC with a Webcam for the asynchronous taking of attendance

of the students/learners in the institutions.

4.2. The trainers shall asynchronously start and end the class on a daily basis
using their biometrics.

4.3. The trainers shall generate the attendance sheet on a daily basis for
report monitoring.

Biometric-Enabled Scholarship Registration System (BSRS)

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 Republic of the Philippines
TECHNICAL EDUCATION AND SKILLS DEVELOPMENT AUTHORITY
ISO 9001: 2015 Certified

Annex B

Details of the Conduct of Pilot Testing

1. Included in the BSRS website is knowledge-based that can assist the users
through a video tutorial of each process.

2. The TESDA officials and personnel including the vendors shall present in
the scheduled Training Induction Program (TIP) to assist scholars with their
BSRS registration.

3. The students/learners shall:

3.1. Create an account to https://bsrs,tesda,ciov.ph/

3.2. Verify the registration using the email provided

3.3. Proceed to encode profile information (MIS 03-01 or the Student

Learners Profile Registration Form) including the capture of biometrics
3.4. Upload the required documents for the enrollment
3.5. Capture the attendance (time in and out) in a class using biometrics

If there are risks identified in the application of the students/learners, the

Provincial Office Focal Person shall verify the profile to approve or disapprove
the application.

4. The institution shall:

4.1. Create the actual training schedule

4.2. Enroll the students/learners in a program
4.3. Approved the enrollment application of the students/learners
4.4. Manage the registered trainers in the institution

The scholar shall only be added and be replaced five (5) days from the start
date of the training schedule.

5. The trainer shall:

5.1. Create an account 1-14+nc,•11-srs.tecri-,,cin nh/

5.2. Update additional information if necessary
5.3. Start and end a class using biometrics
5.4. Generate daily attendance sheet of the enrollees

The institutions shall ensure the registration of their trainers' biometrics in the
system. Other information on trainers has been linked from the T2MIS database
of trainers and their qualifications.

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