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Implementation of DepEd Facebook Workplace and Office 365 Accounts




Invitation to Create an Account to Workplace by Facebook Using DepEd Email Account

As per information and advised from the Central Office headed by USEC Alain Pascua – Undersecretary for Administration, all permanent DepEd employees must create an account to Workplace by Facebook. This will be used to disseminate information to collaborate, share ideas and work together as one organization.

What Is Workplace by Facebook?

Workplace is a dedicated and secure space for companies to connect, communicate and collaborate. Organizations of all sizes can use familiar Facebook features such as News Feed, groups, messages and events to get things done.

A Step-By-Step Guide on How to Create Your DepEd Facebook Workplace Account

Pursuant to DepEd Memorandum (OUA Memo 14-0319-0124) entitled Validation and Provision of Office 365 Accounts for Regional and Division Office Employees” and based on the previous DepED SIPAG 2019 Workplace Set-up, all employees both teaching and non-teaching (with permanent item) is required to download Facebook Workplace and register using the DepEd Email Account.




You can sign up at facebook.com/workplace

DepEd Facebook Workplace
DepEd Facebook Workplace

Personnel with inactive or NO DepEd Email accounts may personally visit the Division Office, Information Communication Technology Unit (ICTU) for Technical Assistance.




DepEd Central Office thru the Office of Undersecretary for Administration has created and designed a specific format in registering Facebook Workplace. Facebook Workplace Account must follow a particular format.

Your name must be encoded following the format: Juan T. Dela Cruz (please take note, not in Uppercase and it must be your real name).

Designated ICT Coordinators are advised to assist their school heads and co-teachers in creating the said account.





VALIDATION AND PROVISION OF OFFICE 365 ACCOUNTS FOR REGIONAL AND DIVISION OFFICE EMPLOYEES

The Department of Education (DepEd) through the Information and Communications Technology Service – Solutions Development Division (ICTS-SDD) will be providing all personnel at the Regional, Division, and School Levels with Office 365 Accounts.

Each Office 365 account entitles the employee to the Office 365 Suite including but not limited to:

  • Office Suite – Includes Word, Excel, PowerPoint and OneNote
  • Teams – A chat-based collaboration tool for group interaction.
  • OneDrive – Cloud file storage
  • SharePoint – A web-based collaborative platform that integrates with Microsoft Office

To aid in the distribution of the 0365 accounts, Regional and Division IT Officers, together with their respective Administrative Officers in charge of HR will take the lead in the validation of employee records in their respective Regional Offices, Division Offices, and schools. Please refer to Annex 1 for the procedure.

The deadline for validation of Regional and Division Office employee records is on 22 March 2019. For the validation of school employees, each division must validate 1,000 records every month starting April 2019.

Regional and Division IT Officers will receive the Office 365 credentials of the employee records validated and may refer to Annex 2, attached herewith, for guidance.

Each region and division may identify and implement their own validation and division processes, as they see fit, following rules and regulations on data privacy.

All employees, at all levels of the organization, must ensure the safekeeping their respective 0365 credentials. In addition, employees are prohibited from sharing their accounts to other individuals or organizations, and utilizing the 0365 accounts of other employees.

For concerns or questions, the Information Technology Officers and Administrative Officers may contact [email protected]

For immediate and appropriate action.

ALAIN DEL B. PASCUA
Undersecretary

Validation of Field Personnel Information

ICTS

1) Generate list of employees from eHRIS (fo .ehris.deped. gov.ph).

2) Create Validation Lists,

3) Email link to validation lists to Regional and Division Offices.

REGIONAL OFFICE

Regional Offices

1) Check and update Validation List for accuracy and completeness of personnel information: First Name, Middle Name, Last Name, Extension Name, Plantilla Position Title, Region, Office, DepEd Email Address

i. If employee has no DepEd email, issue DepEd email account in G Suite for Education.

2) Add employees who are not in the list.

3) Indicate status of each employee following this guide:

i. Validated – Tag if all the relevant information are correct, and employee is in active service and reports to the Regional Office. Accounts will be created for these records.

ii. Remove Duplicate – Tag if this record is a duplicate of a validated record.

iii. Remove Retired or Resigned – Tag if this record pertains to an employee who has retired or resigned.

iv. Remove Unknown – Tag if this record pertains to a person who has moved to a different office/station or has never been an employee of the Regional Office.

DIVISION OFFICE

Division Offices

1) Check and update Validation List for accuracy and completeness of personnel information: First Name, Middle Name, Last Name, Extension Name, Plantilia Position Title, Region, Division, Office, School (if applicable), School ID (if applicable), DepEd Email Address

i. If employee has no DepEd email, issue DepEd email account in G Suite for Education.

2) Add employees who are not in the list.

3) Indicate status of each employee following this guide:

i. Validated – Tag if all the relevant information are correct, and employee is in active service and reports to the Division Office or a school in the division. Accounts will be created for these records.

ii. Remove Duplicate – Tag if this record is a duplicate of a validated record.

iii. Remove Retired or Resigned – Tag if this record pertains to an employee who has retired or resigned.

iv. Remove Unknown – Tag if this record pertains to a person who has moved to a different office/station or has never been an employee of the Division Office or a school in the division.

Provision and Distribution of Office 365 Accounts

ICTS

  1. Download validated accounts in Validation List every two weeks.
  2. Create accounts and provide credentials to ITO for distribution thru the Validation List eveiy two weeks.

REGIONAL AND DIVISION OFFICES

  1. ITOs shall access the 0365 credentials issued to employees in their respective validation lists.
  2. ITOs shall implement distribution process of Office 365 credentials to employees.

1 thought on “Implementation of DepEd Facebook Workplace and Office 365 Accounts”

  1. Teacher Cebu City

    Factionalism emerged among co-workers and the monopoly of ideas are determined by the administrators and moderators and not from the [ordinary] members itself. Hence, freedom of expression is restricted by them.

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